Administrative Assistant – Executive Support

About the role

We are seeking an Administrative Assistant to provide comprehensive support to senior leadership within our Business Area. The role involves managing communications, schedules, travel and documentation for the Business Area Chief, Business Manager and the NIMSC management team.

Key responsibilities

• Screen, filter and prioritize emails, meeting requests and visitor inquiries.
• Maintain and optimise complex diaries, calendars and appointments for senior executives.
• Plan, coordinate and follow‑up on meetings, briefings, workshops and events, including agenda preparation and minute taking.
• Arrange travel logistics, accommodation and transportation for senior staff.
• Prepare and manage official correspondence, presentations, reports and executive documentation.
• Handle confidential material, including Management‑In‑Confidence and Personnel‑In‑Confidence documents.
• Track assigned actions using internal systems such as Tasker Tracker and Action Logs.
• Support internal communication platforms, including intranet pages.

Required profile

• Higher vocational training with at least 1 year relevant experience, or secondary education with 3 years relevant experience.
• Minimum 1 year experience in administrative or executive support roles.
• Excellent written and spoken English and strong communication abilities.
• Ability to work independently in a fast‑paced, hybrid environment.
• Organisational skills with the capacity to prioritise multiple tasks.

Required skills

• Microsoft Office suite – Word, Excel, PowerPoint, SharePoint.
• Experience with document‑management systems.

What we offer

• Opportunity to work in a growing organisation involved in innovative technological projects.
• Strong IT training programmes and professional development.
• Hybrid work model based in Belgium.