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.