C004537 Principal Assistant - Business Management (NS) - FRI 16 Jan

Deadline Date:  Friday 16 January 2025

Requirement Title: Principal Assistant – Business Management

Location:  Oeiras, Portugal

Full time on-site:  YES

Total Scope of the request (hours): 836

Required Start Date:  09-FEB-2026

End Contract Date: 31-DEC-2026

Required Security Clearance:  NATO Secret

Specific Working Conditions:  Work office

Duties and Role

• Manages the delivery of business administration services.

• Manages time and diary for individual senior managers and leadership teams.

• Filters and prioritizes meeting requests.

• Handles sensitive, confidential information.

• Ensures managers have the information and resources needed to support ongoing processes and changes in processes and enable effective cross-team coordination.

• Supports department-wide information flow and alignment of administrative activities across teams.

• Contributes to a culture of knowledge sharing, flexibility and mutual team support.

• Creates multi-level and repeating tasks for self and others including tracking of departmental actions.

• Manages multiple calendars using features such as 'show through' and adding tabs.

• Helps others understand the wide range of functions available with calendaring software.

• Adds notes, attachments or reminders to tasks or appointments for self and others.

• Prints using varied and complex setup, designs and page combinations.

• Compares and contrasts functionality among different releases.

• Facilitates the structured sharing of key information, decisions, and updates across the department.

• Recommends remediation actions as required.

• Identifies risks around the use of information.

• Reports on the consolidated status of information controls to inform effective decision-making.

• Monitors the implementation of effective controls for internal delegation, audit and control relating to information and records management.

• Supports the implementation of information and records management policies and standard practice.

• Maintain project portals and document libraries;

• Report on project status;

• Supports project managers in implementing changes to scope, resources, or timelines as needed.

• Ensures change management procedures are documented and executed in line with organizational policies.

• Contributing as needed in project delivery: review project documents, site implementation, change management, risk & issue management etc.

• Deals with problems and issues, managing resolutions, corrective actions, lessons learned, and the collection and dissemination of relevant information.

• Implements stakeholder engagement/communications plan.

• Collects and uses feedback from customers and stakeholders to help measure the effectiveness of stakeholder management.

• Helps develop and enhance customer and stakeholder relationships.

• Supports in the planning and organization of internal and external stakeholder events, workshops and initiatives

• Compiles and produces meeting minutes, engagement reports and action plans to support stakeholder relationships

• Assists in the effective planning and control of resources.

• Assisting in resource allocations

• Ensures proper resource allocation and monitoring to meet deadlines.

• Monitoring project performance, and approving time from resources

• Coordinate with Resource Managers in respect to availability of resources to undertake activities on projects.

Requirements

• NATO Secret security clearance
• Higher vocational Training in a relevant discipline with 5 years post related experience. Or, a secondary educational qualification with 3 years post related experience.
• Strong analytical, business analysis, Power BI, and reporting skills
• Strong experience with agile ways of working and tools for Kanban boards
• Thorough knowledge of computer-based tools for project planning/control and resource management (like MS Project or Service Now)
• Experience in the application of strong planning, analytical and problem-solving skills
• Experience in roles requiring excellent inter-personal skills and the ability to be responsive and sensitive to both external and internal customers and staff
• Proven ability to build relationships with a variety of stakeholders
• Strong communication skills in writing, speaking and presenting
• Experience in the application of strong planning, analytical and problem-solving skills.