--- title: 'Administrative Coordinator at Spektrum' canonical: 'https://feeny.ai/job/administrative-coordinator-spektrum-mons-g7xrqz9dhd64' type: 'job' last_seen: '2026-11-12' --- # Administrative Coordinator at Spektrum - **Company:** Spektrum - **Location:** Mons, Belgium - **Posted:** 2026-08-06 - **Last confirmed live:** 2026-11-12 - **Apply:** https://spektrum-group.com/jobs?gh_jid=4948042101 ## Job 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. ## Who we are supporting The 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. The NCIA provides a wide range of services, including: - Cyber Security: The NCIA provides advanced cybersecurity solutions to protect NATO's communication networks and information systems against cyber threats. - Command and Control Systems: The NCIA develops and maintains the systems used by NATO's military commanders to plan and execute operations. - Satellite Communications: The NCIA provides satellite communications services to enable secure and reliable communications between NATO forces. - Electronic Warfare: The NCIA provides electronic warfare services to support NATO's mission to detect, deny, and defeat threats to its communication networks. - Information Management: The NCIA manages NATO's information technology infrastructure, including its databases, applications, and servers. Overall, the NCIA plays a critical role in ensuring the security and effectiveness of NATO's communication and information technology capabilities. The program Assistance and Advisory Service (AAS) The 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. To 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. ## Role ID – C005047 ## Role Background The 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. ## Role Duties and Responsibilities - Provide administrative support to SMA O2, SMC leadership, Section/Branch Chiefs and stakeholders, including calendar management, correspondence, records, workflows and documentation. - Prepare agendas, meeting packs, minutes and action logs; draft emails, reports, presentations and formal documents. - Maintain filing systems, databases, spreadsheets, SharePoint content, SOPs, office procedures and process workflows, handling sensitive information with discretion. - Coordinate the SMA O2 reporting portfolio and reporting battle rhythm, including collecting, consolidating and quality-checking data for reports, dashboards, briefings and presentations. - Support Service Lifecycle Management Board activities by preparing agendas, minutes, action logs and decision records, and track actions to ensure timely completion. - Support planning, scheduling, tracking and reporting for portfolios, programmes and projects, maintaining project plans and records using tools such as MS Project and ServiceNow. - Prepare project presentations, status updates and lessons learned; support project proposals, Statements of Work, change management, risk/issue tracking, deliverables, dependencies, expenses and budget logs. - Maintain information registers, SharePoint sites, document libraries, metadata, records and controlled documentation in line with guidance and security protocols. - Perform data-quality checks, update metadata, correct file names, ensure documentation accuracy, and escalate information-handling concerns. - Support resource planning, coordination, allocation, onboarding and monitoring; liaise with Resource Managers on availability, maintain resource records, and support timesheet/resource approval processes. - Provide information on services, procedures and activities to internal and external stakeholders; manage communications via email, phone and collaboration platforms. - Coordinate events, workshops, conferences and meetings, including venues, equipment, attendee lists, materials and follow-up actions. - Coordinate 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. Essential Skills, Experience and Certifications - Higher vocational training in a relevant discipline with 3 years' post-related experience; or secondary educational qualification with 5 years' post-related experience. - Experience providing administrative support to managers, leadership teams, or business/functional areas. - Experience managing calendars, meetings, minutes, action logs, correspondence, records and formal documentation. - Experience drafting accurate and concise reports, presentations, minutes, emails and other documents. - Good knowledge of Service Level Management, reporting, KPIs and management information processes. - Experience managing reporting timelines, consolidating data and supporting report quality assurance. - Experience supporting portfolio, programme or project activities, including planning, scheduling, tracking, reporting and documentation. - Experience using or supporting project management tools such as MS Project, ServiceNow or similar. - Experience maintaining SharePoint sites, document libraries, registers, metadata, records and controlled documentation. - Experience supporting resource planning, allocation, onboarding, monitoring and coordination. - Experience tracking project expenses, budget logs, deliverables, risks, issues and actions. - Strong Microsoft Office skills (Word, Excel, PowerPoint, Outlook, Teams); advanced Excel skills desirable. - Proven ability to work independently, apply sound judgement and handle sensitive or confidential information. - Strong planning, analytical, organizational, problem-solving and interpersonal skills. - Excellent written and spoken English. - ITIL 4 Foundation certification (essential). - Desirable: SharePoint administration, Power BI dashboard development, and training in MS Project, ServiceNow, project support, resource management, or information management. Working Location - Mons, Belgium Working Policy - Full-time onsite Travel - Some travel to other NATO sites may be required Security Clearance - Valid National or NATO Secret personal security clearance ## About Spektrum ## Company Overview - **One-liner**: Spektrum Group is a specialist consultancy that enables clients to navigate the complex defence, humanitarian, and government markets by connecting them with a fast-growing global network of subject matter experts, partners, and suppliers. - **Entity Type**: Private (stage not disclosed; no public funding rounds identified) - **Headquarters**: Multiple offices; global presence with registered addresses in Spain (Barcelona, ES: +34 932 712 919), the United Kingdom (Leeds, UK: +44 113 868 3500), Belgium (Mons), the Netherlands (The Hague), the United States (Norfolk, VA), and Norway (Stavanger). No single global HQ is explicitly designated. - **Founded**: Not publicly available - **Founders**: Not publicly available ## Core Business - **Industry/Industries**: Aerospace & Defence, Humanitarian Aid, Government Services, Consulting & Advisory - **Target Customers**: International institutional organisations (e.g., UN, NATO), English-speaking national governments, and ministries of defence (apex purchasers), as well as the broader defence ecosystem (from small specialists to global enterprises) - **Mission / Purpose**: “Thinking differently to make a difference” – Spektrum aims to solve today’s aerospace and defence market problems, acting as a force for good with a sincere intent to positively impact its clients and their teams. ## Products & Services - **Consulting**: Strategic advisory, market navigation, and subject matter expertise for clients aiming to achieve aerospace and defence objectives. - **Logistics and Supply**: Supply chain support and logistics management tailored to complex defence and humanitarian environments. - **Communication**: Strategic communication services, including social media scripting and event promotion (as evidenced by job postings for Social Media Scripter). - **Events**: Planning and execution of events for defence, humanitarian, and government stakeholders. *Additional note:* Spektrum Labs (a related entity) is described as “building the backbone of the cyber resilience ecosystem, unifying cybersecurity, compliance, and insurance into one seamless platform powered by AI, cryptography, and automation,” but Spektrum Labs appears to be a separate brand under the Spektrum umbrella. ## Market Standing - **Valuation / Market Cap**: Not publicly available (private company) - **Key Metric**: Unspecified revenue; total funding not disclosed. However, rapid hiring (112+ open roles listed on Built In) suggests strong growth and demand. - **Notable Investors / Partners**: Not publicly disclosed. The company states it is a “Member Of” unspecified organisations, a “Registered supplier to” key entities, and holds certifications (logos visible on website but not named in the provided results). - **Growth Signals**: - Fast-growing global network of partners and suppliers - 112+ job openings across multiple countries and disciplines (engineering, IT, talent acquisition, contract management, assurance, etc.) - Offices in at least six countries (Spain, UK, Belgium, Netherlands, USA, Norway) ## Competitive Advantages - **Deep Niche Expertise**: Focus exclusively on the challenging and complex defence, humanitarian, and government sectors, an area many traditional consultancies avoid. - **Global Network**: Extensive ecosystem of subject matter experts, partners, and suppliers that can be rapidly deployed to solve client problems. - **Apex Payer Focus**: Directly targets the highest-level purchasers within institutional organisations and ministries of defence. ## Strategic Focus - Priority is to help clients navigate the increasingly complex landscape of international defence and government procurement. - Emphasis on building a “resilient and effective” supplier ecosystem through diversity and capability. - Continuous improvement of internal processes and client support, with a culture of questioning everything to drive growth. ## Why Work Here - **Culture Highlights**: Values include transparency, effective communication, enthusiasm and fun, and setting ambitious yet realistic goals. Employees celebrate successes together and maintain a friendly, relaxed environment. - **Work Policy**: Hybrid workspace is available, with some roles offering a combination of remote and on-site work, while others (e.g., in The Hague, Brussels, Norfolk) are labeled “In-Office” on Built In. Policy likely depends on role and location. - **Notable Perks / Engineering Culture**: Not explicitly described, but career growth is supported by a wide range of senior and junior roles. The company places “great emphasis on supporting and collaborating with our team and clients.” Spektrum Labs’ focus on AI, cryptography, and automation indicates a forward-leaning engineering culture in the cybersecurity arm. ## Sources 1. [Spektrum Group – Official Website](https://spektrum-group.com/) 2. [Spektrum Group – About Us](https://spektrum-group.com/about-us) 3. [Spektrum Group – What We Do](https://spektrum-group.com/what-we-do) 4. [Spektrum Group – Jobs Page](https://spektrum-group.com/jobs) 5. [Built In – Spektrum Group Careers & Culture](https://builtin.com/company/spektrum-group) 6. 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