Executive Office and Legal Administration Support

Overview

Systems Planning and Analysis, Inc. (SPA) delivers high-impact, technical solutions to complex national security issues. As we enter our 50th year in business, we are known for continuous innovation for government customers, both long-established and newly acquired, as our capabilities expand around the globe. Our work is state-of-the-art and made possible only through the best personnel, tools, and jobs in the national security business. We are highly collaborative in spirit and practice, and we freely share expertise across SPA in our quest for enduring solutions to critical concerns. Come work with the best!

SPA has an immediate need for an Executive Office and Legal Administration Support to provide contracting service to NATO!

Responsibilities

Provide administrative support including: execution of diary management activity, prioritising, coordinating and scheduling diary commitments and day-to-day business of the Legal Adviser

Provide administrative support to lawyers including: draft memoranda and letters to internal and external stakeholders, event organization, other administrative coordination as required

Conduct office administration requirements such as space and equipment organisation

Organize budget, office expenses, in coordination with Principal Assistant as required

Ensure smooth and pro-active communications between all members of the legal office to ensure information is shared efficiently

Organise on-boarding and off-boarding of staff in coordination with Principal Assistant

Organize hospitality as required

Administer all travel and planning arrangements for LEGAD including system requests and expenses;

Prepare documents required for meetings and visits

Develop corporate documents in Word, Excel, PowerPoint

Prepare and provide input to corporate process documentation

Participate in ongoing filing and IKM activities

Continuously improve and standardise office procedures and actively contribute to existing organisational structure and procedures to maximise use of resources and encourage innovation;

Organize and support team onsite and offsite activities

Liaise with Executive Assistants in the organisation

Act as backup for Principal Assistant as required

Perform other duties, as may be required.

Qualifications

Required Qualifications:

Very strong organizational skills in office administration, event planning, diary management.

Demonstrated superior communication skills to achieve smooth and timely office administration

Higher vocational training in a relevant discipline with 3 years post-related experience. Or a secondary educational qualification with 5 years post-related experience.

Demonstrable experience of working in Secretarial or Administrative posts at Executive or Board level;

Excellent command of spoken and written English, with a proven ability to communicate effectively orally and in writing;

Proven experience in using effective communication skills to ensure smooth office operations

Significant experience and agility in using the Microsoft Office suite (especially Word, PowerPoint, Excel) to prepare documents and data infographics typically required in a legal office

In-depth working knowledge of SharePoint and/or Document Management Systems;

Very good knowledge of filing and archiving best practices

Superior skills in drafting clear and concise letters and email correspondence

National from one of the 30 NATO Nations

In possession of an active National and/or NATO Secret security clearance

Desirable Qualifications:

Knowledge of NATO/NCIA administrative regulations and procedures;

Working ability in French

Experience supporting General Counsel / Legal Director

Prior experience of working in an international environment comprising both military and civilian elements;

Prior experience in a fast-paced legal office

Experience in document search and some legal research

Knowledge of NATO responsibilities and organisation, including ACO and ACT.