{"id":391046,"url":"https://alion.io/job/spektrum-agency-administrative-coordinator","title":"Administrative Coordinator","company":{"id":183673,"name":"Spektrum Group","domain":"spektrum-group.com","url":"https://alion.io/company/spektrum-group","size_band":"1001-5000","is_staffing_agency":false,"employer_type":"direct","is_intermediary":false,"listed_via":null,"ats_vendor":"Greenhouse","truth_index":{"grade":"A","score":99,"open_postings":23,"ghost_share":0,"stale_share":0.043,"repost_share":0,"time_to_fill_p50_days":29,"computed_at":"2026-10-19T05:45:15Z"}},"role":"Administrative","role_family":"Administrative","seniority":"senior","employment_type":"full_time","work_mode":"on_site","remote_scope":null,"remote_scope_basis":null,"remote_working_hours":null,"hiring_geo_confidence":"structured","locations":["Leeds, United Kingdom"],"countries":["GB"],"hiring_countries":[],"hiring_countries_total":0,"salary":null,"salary_estimate":{"min_usd":31000,"max_usd":76000,"period":"year","method":"global_role_cell_scaled_by_country","sample_n":2031},"experience_years_min":5,"visa_sponsorship":false,"relocation_package":false,"has_equity":false,"technologies":[{"name":"Microsoft Office","optional":false},{"name":"Outlook","optional":false},{"name":"ServiceNow","optional":false},{"name":"SharePoint","optional":false},{"name":"ITIL","optional":true},{"name":"Power BI","optional":true}],"status":"live","first_seen_at":"2026-08-06T16:05:07Z","employer_posted_date":"2026-08-27","last_verified_at":"2026-10-19T15:49:11Z","board_verified":true,"closed_at":null,"days_open":74,"trust":{"level":"ok","repost_count":0,"flags":[],"days_open":73},"description":"Spektrum supports apex purchasers (NATO, UN, EU, and National Government and Defence) and their Tier 1 supplier ecosystem with a wide range of specialist services. We provide our clients with professional services, specialised aerospace and defence sales, delivery, and operational subject matter expertise. We are looking for personnel to join our team and support key client projects.\nWho we are supporting \nThe NATO Communication and Information Agency (NCIA) is responsible for providing secure and effective communications and information technology (IT) services to NATO's member countries and its partners. The agency was established in 2012 and is headquartered in Brussels, Belgium.\nThe NCIA provides a wide range of services, including:\nCyber Security: The NCIA provides advanced cybersecurity solutions to protect NATO's communication networks and information systems against cyber threats.\nCommand and Control Systems: The NCIA develops and maintains the systems used by NATO's military commanders to plan and execute operations.\nSatellite Communications: The NCIA provides satellite communications services to enable secure and reliable communications between NATO forces.\nElectronic Warfare: The NCIA provides electronic warfare services to support NATO's mission to detect, deny, and defeat threats to its communication networks.\nInformation Management: The NCIA manages NATO's information technology infrastructure, including its databases, applications, and servers.\nOverall, the NCIA plays a critical role in ensuring the security and effectiveness of NATO's communication and information technology capabilities.\nThe program\nAssistance and Advisory Service (AAS)\nThe NATO Communications and Information Agency (NCI Agency) is NATO’s principal C3 capability deliverer and CIS service provider. It provides, maintains and defends the NATO enterprise-wide information technology infrastructure to enable Allies to consult together under Article IV, and, when required, stand together in the face of attack under Article V.\nTo provide these critical services, in the modern evolving dynamic environment the NCI Agency needs to build and maintain high performance-engaged workforce. The NCI Agency workforce strategically consists of three major categorise's: NATO International Civilians (NIC)'s, Military (Mil), and Interim Workforce Consultants (IWC)'s. The IWCs are a critical part of the overall NCI Agency workforce and make up approximately 15 percent of the total workforce.\nRole ID - C005047\nRole Background\nThe NCI Agency is seeking an SMA O2 Administrative Coordinator to provide comprehensive administrative, reporting, and portfolio/project support to SMA O2 and SMC leadership. The role coordinates the reporting battle rhythm, supports Service Lifecycle Management Board activities, maintains information and knowledge management systems, and assists with resource planning and stakeholder communication across the organization.\nRole Duties and Responsibilities\nProvide administrative support to SMA O2, SMC leadership, Section/Branch Chiefs and stakeholders, including calendar management, correspondence, records, workflows and documentation.\nPrepare agendas, meeting packs, minutes and action logs; draft emails, reports, presentations and formal documents.\nMaintain filing systems, databases, spreadsheets, SharePoint content, SOPs, office procedures and process workflows, handling sensitive information with discretion.\nCoordinate the SMA O2 reporting portfolio and reporting battle rhythm, including collecting, consolidating and quality-checking data for reports, dashboards, briefings and presentations.\nSupport Service Lifecycle Management Board activities by preparing agendas, minutes, action logs and decision records, and track actions to ensure timely completion.\nSupport planning, scheduling, tracking and reporting for portfolios, programmes and projects, maintaining project plans and records using tools such as MS Project and ServiceNow.\nPrepare project presentations, status updates and lessons learned; support project proposals, Statements of Work, change management, risk/issue tracking, deliverables, dependencies, expenses and budget logs.\nMaintain information registers, SharePoint sites, document libraries, metadata, records and controlled documentation in line with guidance and security protocols.\nPerform data-quality checks, update metadata, correct file names, ensure documentation accuracy, and escalate information-handling concerns.\nSupport resource planning, coordination, allocation, onboarding and monitoring; liaise with Resource Managers on availability, maintain resource records, and support timesheet/resource approval processes.\nProvide information on services, procedures and activities to internal and external stakeholders; manage communications via email, phone and collaboration platforms.\nCoordinate events, workshops, conferences and meetings, including venues, equipment, attendee lists, materials and follow-up actions.\nCoordinate SMA O2-related tasks and actions, support additional tasks assigned by the Section/Branch Chief or SMC Chief, and deputise for higher-grade staff as required.\nEssential Skills, Experience and Certifications\nHigher vocational training in a relevant discipline with 3 years' post-related experience; or secondary educational qualification with 5 years' post-related experience.\nExperience providing administrative support to managers, leadership teams, or business/functional areas.\nExperience managing calendars, meetings, minutes, action logs, correspondence, records and formal documentation.\nExperience drafting accurate and concise reports, presentations, minutes, emails and other documents.\nGood knowledge of Service Level Management, reporting, KPIs and management information processes.\nExperience managing reporting timelines, consolidating data and supporting report quality assurance.\nExperience supporting portfolio, programme or project activities, including planning, scheduling, tracking, reporting and documentation.\nExperience using or supporting project management tools such as MS Project, ServiceNow or similar.\nExperience maintaining SharePoint sites, document libraries, registers, metadata, records and controlled documentation.\nExperience supporting resource planning, allocation, onboarding, monitoring and coordination.\nExperience tracking project expenses, budget logs, deliverables, risks, issues and actions.\nStrong Microsoft Office skills (Word, Excel, PowerPoint, Outlook, Teams); advanced Excel skills desirable.\nProven ability to work independently, apply sound judgement and handle sensitive or confidential information.\nStrong planning, analytical, organizational, problem-solving and interpersonal skills.\nExcellent written and spoken English.\nITIL 4 Foundation certification (essential).\nDesirable: SharePoint administration, Power BI dashboard development, and training in MS Project, ServiceNow, project support, resource management, or information management.\nWorking Location\nMons, Belgium\nWorking Policy\nFull-time onsite\nTravel\nSome travel to other NATO sites may be required\nSecurity Clearance\nValid National or NATO Secret personal security clearance","description_format":"text","description_chars":7208,"description_truncated":false,"requirements":{"experience_years_min":5,"management_years_min":null,"team_size_min":null,"manages_managers":false,"education":null,"security_clearance":true,"languages":[{"language":"English","level":"All levels","optional":false}]},"benefits":[],"hiring_locations":[{"name":"Belgium","iso":"BE","kind":"country"}],"hiring_excludes":[],"relocation_offered":false,"industries":["Information Security"],"lifecycle":[{"event":"open","at":"2026-09-05T23:15:42Z"}],"visa":[],"liveness":{"score":15,"band":"cold","label":"Long shot","p_open":1,"p_active":0.534,"p_room":0.28,"age_days":73,"expected_fill_days":29,"reasons":["conf:1","velocity","win:tail","crowd:"],"computed_at":"2026-10-19T05:45:15Z"},"pay":null,"html_url":"https://alion.io/job/spektrum-agency-administrative-coordinator","json_url":"https://alion.io/job/spektrum-agency-administrative-coordinator.json","meta":{"generated_at":"2026-10-19T16:49:24Z","cache_seconds":300,"methodology":"https://alion.io/methodology","terms":"https://alion.io/terms","contact":"https://alion.io/contact","api":"https://alion.io/developers","about":"Alion is a live layer of people, companies and AI agents: who they are, whether they are real and active right now, what they do and how to work with them, readable by people and by agents and paid per call.","catalog":"https://alion.io/catalog.json","usage":{"tier":"crawler_verified","counted_by":"address","units_charged":1,"used_today":12729,"day_limit":null,"remaining_today":null,"minute_limit":300,"resets_at":"2026-10-20T00:00:00Z"}},"offers":[{"id":"company.slices","title":"One company in depth, by slice","status":"live","price":{"credits":0.02,"usd":0.002,"plus_per_slice":{"credits":0.05,"usd":0.005}},"unit":"per company, plus each slice with data","note":"the employer in depth","call":{"mcp_tool":"get_company","arguments":{"id":183673},"rest":"https://alion.io/mcp/rest/get_company?id=183673"},"human":"https://alion.io/catalog?offer=company.slices&for=job%2Fspektrum-agency-administrative-coordinator"},{"id":"market.stats","title":"A market slice: pay, demand and time to fill","status":"live","price":{"credits":1,"usd":0.1},"unit":"per slice","note":"pay, demand and time to fill for this role and place","call":{"mcp_tool":"market_stats"},"human":"https://alion.io/catalog?offer=market.stats&for=job%2Fspektrum-agency-administrative-coordinator"},{"id":"job.search","title":"Open jobs by role, technology, place, pay and visa","status":"live","price":{"credits":0.02,"usd":0.002},"unit":"per posting in a list","note":"similar open postings","call":{"mcp_tool":"search_jobs"},"human":"https://alion.io/catalog?offer=job.search&for=job%2Fspektrum-agency-administrative-coordinator"},{"id":"company.verify","title":"Is this company real and active right now","status":"pilot","price":null,"unit":"per company","request":{"url":"https://alion.io/catalog/request","method":"POST","body":"{\"offer\": \"company.verify\", \"for\": \"job/spektrum-agency-administrative-coordinator\", \"note\": \"what you need it for\"}"},"human":"https://alion.io/catalog?offer=company.verify&for=job%2Fspektrum-agency-administrative-coordinator"}]}