Project and Service Management Assistant
On-site · Brussels, Brussels Capital, Belgium
Job Summary
Project and Service Management Assistant to support project managers and service teams with day-to-day operations, coordinate schedules, organize meetings, prepare documentation, track project progress, and maintain accurate records. Responsibilities include handling service requests, monitoring deadlines, managing invoices or purchase orders, and supporting reporting activities; maintain quality standards and escalate more complex matters to senior staff; produce meeting minutes, coordinate project-related meetings, oversee data quality in Business Management Tools, issue purchase requests/orders and operational level agreements, and liaise with stakeholders. Requires experience in project administrative support, proficiency with Excel/SharePoint/BI tools, ability to generate reports and risk assessments, and strong organizational and multitasking skills. Must possess NATO security clearance (NATO SECRET) and be able to work onsite with travel as required. Knowledge of NATO responsibilities and organization preferred.
Required Qualifications
- At least 3 years' experience in a progressively responsible project administrative support role involving; organizing and maintaining project documentation, ensuring version control, and archiving; experience with documentation management systems and data analysis tools (e.g., Excel, SharePoint); experience with Project management and/or Enterprise Resource Planning tools; experience in the use of Business Information (BI) Tools to generate accounting and finance reports (including time accounting); proven experience in preparing status reports and providing risk assessments; proficiency in tracking project milestones, timelines, budgets, and progress reporting; experience serving as a liaison between stakeholders, responding to queries, and distributing updates; knowledge of project budgeting and experience in tracking and reporting on financial performance; strong organizational and multitasking abilities; high attention to detail and accuracy; strong interpersonal skills enabling effective communication with stakeholders at all levels; ability to train and support team members on management tools; knowledge of NATO responsibilities and organization; valid security clearance at minimum NATO SECRET level.
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