Administrative Assistant (Visitors)

Key Duties & Responsibilities

• Act as the primary point of contact for all visit-related coordination (PMs, stakeholders, contractors)
• Coordinate and process visit requests and approvals across departments
• Prepare Base Access and internal visit requests
• Support onboarding and offboarding of staff and contractors
• Create and manage administrative tickets (e.g. onboarding, access requests)
• Coordinate with security teams for visit approvals and compliance
• Manage badge applications and access credentials
• Liaise with contracting agencies regarding incoming personnel
• Escort visitors on-site (driving required)
• Provide general administrative and office support (meetings, room bookings)
• Ensure adherence to security procedures and controls

Education Requirements

• Not explicitly specified, but typically aligned with:
  • Administrative, business, or related field

Experience Requirements

• Experience in an administrative or office support role
• Familiarity with visitor coordination and access processes
• Experience working in structured or security-sensitive environments
• Understanding of NATO environment and access procedures (strong advantage)

Skills & Knowledge

• Strong proficiency in:
  • Microsoft Office Suite (including SharePoint)
• Knowledge of:
  • Administrative workflows and coordination processes
  • Access control and onboarding procedures
• Ability to:
  • Manage multiple requests and priorities
  • Coordinate across teams and stakeholders
  • Maintain accurate records and documentation
• Strong communication and organizational skills

Key Competencies

• High level of integrity and professionalism
• Strong planning and organizational ability
• Proactive and flexible approach to work
• Effective time management and multitasking
• Strong customer service mindset

Other Key Requirements

• Active NATO SECRET clearance (mandatory)
• Valid driving licence (required)
• Fluent English (working level required)
• Ability to work full-time on-site

Working Conditions

• Location: Brunssum, Netherlands
• 100% on-site role
• Normal office environment
• Contract: June 2026 – December 2026
• Total scope: 836 hours (~5–6 months full-time equivalent)

Role Focus

This role is heavily focused on visitor coordination, access management, and administrative support within a secure NATO environment, requiring strong organization, attention to detail, and stakeholder coordination.