Executive Administrator – Reporting, SharePoint & Project Support

About the role

This position supports the leadership of a NATO service‑management branch in Mons, ensuring accurate reporting, governance records and project documentation. The role is on‑site and requires an active security clearance.

Key responsibilities

• Manage calendars, meetings, correspondence, records and workflow for branch leadership.
• Prepare agendas, meeting packs, minutes, action logs and decision records, and follow up on actions.
• Collect, consolidate and quality‑check data for reports, dashboards and briefings.
• Support planning, scheduling and tracking of portfolios, programmes and projects using MS Project and ServiceNow.
• Maintain SharePoint sites, document libraries, metadata and controlled documentation, correcting data‑quality issues.
• Assist with resource planning, allocation, onboarding and timesheet approvals.

Required profile

• Proven administrative coordination experience in a large organisation.
• Strong document‑production skills (agendas, minutes, reports, formal correspondence).
• Hands‑on experience with SharePoint and advanced spreadsheet work.
• Exposure to project or portfolio support, preferably with MS Project or ServiceNow.
• Discretion handling sensitive information and an active security clearance.
• On‑site availability in Mons and a focus on accuracy and follow‑up.

Required skills

• SharePoint
• MS Project
• ServiceNow
• Excel (advanced spreadsheet handling)