Administrative Assistant

We are looking for a Administrative Assistant to join our team.

What you'll do:

• Provide comprehensive administrative support to the Business Area Chief, Business Manager, and NIMSC management team.

• Screen, filter, and prioritise incoming communications, emails, meeting requests, and visitor requests.

• Manage and optimise complex diaries, calendars, schedules, and appointments for senior leadership.

• Plan, coordinate, and follow up on meetings, briefings, and executive engagements.

• Organise travel arrangements, including transportation, accommodation, and related logistics for senior staff.

• Act as a coordination point for assigned actions through internal tracking systems (e.g., Tasker Tracker and Action Logs).

• Prepare and manage official correspondence, including signature folders and executive documentation.

• Draft presentations, briefings, and reports, ensuring accuracy, clarity, and contextual completeness.

• Handle, review, store, and process sensitive documentation, including Management-In-Confidence and Personnel-In-Confidence material.

• Organise meetings, workshops, and events, including preparation of agendas, minutes, and follow-up actions.

• Analyse incoming information, identify inconsistencies or gaps, and prepare summaries for decision-making.

• Support the development and maintenance of internal communication platforms such as intranet pages.

• Act as a professional focal point for communication across the Business Area.

• Perform general administrative duties and deputise for higher-grade staff when required.

What you will need to bring:

• Higher vocational training with at least 1 year of relevant experience, or secondary education with 3 years of relevant experience.

• Minimum 1 year of experience in administrative or executive support roles.

• Strong proficiency in Microsoft Office tools (Word, Excel, PowerPoint, SharePoint) and document management systems.

• Excellent written and spoken English with strong communication skills.

• Experience working with SharePoint and structured document management environments.

• Ability to work independently with minimal supervision in a fast-paced environment.

• Strong organisational skills with the ability to prioritise and manage multiple tasks.

• Flexible and proactive mindset, with the ability to adapt to changing requirements.

• Experience in minute-taking and accurate transcription of meetings is an advantage.

• Previous experience supporting senior executives is desirable.

• Experience working in international (civilian and military) environments is an asset.

• Knowledge of NATO structures and procedures (including ACO and ACT) is considered a plus.

• Availability to work in a hybrid model in Belgium.

What can Syone offer:

• Integration in an organization with profound and sustained growth and involvement in pioneering projects with innovative technological solutions;

• Strong IT training plans;

• Professional evolution with intervention in ambitious technological projects, both national and internationally.

By applying, you accept our GDPR policies. Your personal data in your CV and documents will be used solely for processing your application at SYONE. SYONE, S.A. (NIPC 504729624) is the data controller, located at Rua Alfredo da Silva, 8-A, Edifício Stern, Piso 3D, 2610-016 Amadora. We will use your data to tailor your application to relevant vacancies and for potential employment contracts. If selected, your data will be kept during your employment and for at least two years after. If not selected, your data will be kept for two years for future vacancies and then deleted, except for your contact details. You can exercise your rights (access, rectification, erasure, etc.) by emailing data.privacy@syone.com. Your data may be shared with our HR service providers and will be stored securely. You can withdraw your consent at any time. We will not use your data for other purposes without your express consent. For more information, email data.privacy@syone.com.