Administrative Specialist (43273)

Are you an experienced Administrative Specialist looking for an opportunity in an international environment? You will play a key role in ensuring smooth office operations and administrative support, including document management, reporting, procurement support, onboarding and offboarding, travel coordination and collaboration with multiple internal stakeholders. We are seeking candidates with at least one year of relevant experience, fluent English, excellent MS Office skills, EU citizenship and a valid EU SECRET or equivalent national security clearance.

🚀 Project
- providing administrative support to management and teams, including meeting preparation, calendar management, meeting room reservations and coordination of internal and external meetings
- managing documents and reporting, including contract administration, report preparation, maintenance of internal databases and document archiving in line with company standards
- supporting invoicing and procurement by preparing billing documentation, creating purchase orders, monitoring approval workflows and communicating with the finance department
- supporting onboarding and offboarding processes, including preparation of equipment, access rights, welcome packages and employee exit formalities
- coordinating business travel arrangements, including booking flights, accommodation and transport, and supporting travel expense reconciliation
- supporting daily office operations through office supplies and refreshments management, communication with building management and coordination of internal company events

🎯 Skills
- valid EU SECRET security clearance or equivalent national SECRET clearance
- citizenship of an EU member state
- at least 1 year of experience in a similar administrative, operational or support role
- fluent English (minimum B2) for daily written and spoken communication
- very good knowledge of MS Office (Word, Excel, Outlook, Teams)
- ability to independently prepare reports and data overviews

💡 Nice to have
- previous experience within an EU agency environment
- experience handling European Union Classified Information (EUCI)
- experience working in a paperless environment or with Document Management Systems (DMS)
- structured thinking, discretion, reliability and attention to detail