Principal Assistant (Front Office & Administrative Support)

C004954, Principal Assistant (Front Office & Administrative Support)

Key Responsibilities

• Provide administrative and front-office support across multiple projects and portfolios.
• Support project planning, scheduling, budgeting, expense tracking, and reporting using tools such as MS Project and ServiceNow.
• Prepare presentations, project documentation, Statements of Work (SOWs), and stakeholder reports.
• Maintain project plans, portals, document libraries, SharePoint sites, and information registers.
• Assist with resource planning, onboarding, allocation, monitoring, and coordination with Resource Managers.
• Organize meetings, appointments, travel arrangements, agendas, and meeting minutes.
• Provide administrative guidance on processes, tools, and procedures, and deliver basic user training where required.
• Manage customer and stakeholder communications via email, phone, and other communication channels.
• Support project delivery activities, including risk and change management, lessons learned, and project performance monitoring.
• Maintain Standard Operating Procedures (SOPs), office policies, and documentation while ensuring compliance with security and information management standards.
• Perform other administrative and project support duties as required.

Requirements

• Bachelor's degree in Business Administration, Finance, Economics, Human Resources, or a related field (or equivalent relevant experience).
• Minimum 5–7 years of experience supporting projects, portfolios, or business administration in a professional environment.
• Strong experience with project planning, scheduling, reporting, budgeting, and project management tools such as MS Project and ServiceNow.
• Experience managing documentation, SharePoint, document libraries, records, and information management.
• Experience supporting resource planning, onboarding, and coordination.
• Proficiency with Microsoft Office (Excel, Word, PowerPoint, Outlook, Teams), including advanced Excel skills.
• Excellent organizational, communication, and stakeholder management skills.
• Ability to manage multiple priorities, work independently, and provide high-quality administrative support.
• Excellent written and spoken English.
• Active NATO Secret Security Clearance (required).

Additional Information

• Location: Mons, Belgium (100% on-site)
• Workload: Full-time (600 hours)
• Security Clearance: NATO Secret Required