‍Reports to: CEO

This role provides high-quality administrative support to the CEO and Management Team, ensuring efficient organisation, preparation, and follow-through on daily business priorities. The position also oversees the smooth operation of the office, including facility coordination, vendor management, supplies, and company-wide administrative processes. The role requires discretion, accuracy, and a strong ability to anticipate needs in a fast-paced environment.

Executive Support

- Manage calendars, schedule meetings, and coordinate appointments for the CEO and Management Team.
- Organise internal and external meetings, including preparation of agendas, briefing documents, and minutes.
- Coordinate business travel, itineraries, documentation, and accommodation.‍

Administrative Support to Management Team

- Coordinate cross-functional meetings.
- Serve as a central point of contact for management-level administrative needs.
- Manage confidential information with integrity and discretion.

Office Management

- Oversee day-to-day office operations to ensure a well-functioning, professional workplace environment.
- Manage office supplies, inventory, equipment, and vendor relationships.
- Act as the point of contact for facility issues and liaise with appropriate parties.
- Support onboarding logistics (workstations, equipment, welcome packs).

General Administrative Tasks

- Handle expense claims, purchase orders, and basic budget tracking related to office operations.
- Ensure proper retention and organisation of confidential documents.
- Support ad-hoc projects assigned by the CEO or Management Team.

- Proven experience as an executive assistant, administrative assistant, or office manager (3–5 years preferred).
- Experience supporting senior leadership in an international environment.
- Background in a manufacturing, technology, engineering, or start-up environment is beneficial.
- Strong organisational and time-management skills; ability to manage multiple priorities.
- High attention to detail and accuracy.
- Excellent written and verbal communication in English; French is an asset.
- Strong discretion and ability to handle sensitive information.
- Professionalism, reliability, and a proactive mindset.
- Proficiency with Google Workspace and Microsoft Office Suite.
- Problem-solving orientation and ability to work independently.
- Integrity and high ethical standards.
- Calm under pressure and able to adapt quickly to changes.
- Strong interpersonal skills and service-oriented mindset.
- Discreet, trustworthy, and committed to maintaining confidentiality.
- Must be a national from a NATO member country or one of the following NATO Indo-Pacific partners: Australia, Japan, South Korea, New Zealand or Ukraine.