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Senior Administrative Specialist
il y a 3 semaines
Security Unit
**Location**:
Strasbourg, France
**Working**:
**Total 220 working days**: 132 M-days working on-site from Tallinn office, 88 M-days working in close-proximity: home-working or contractor’s premises (at a distance which allows service providers to be onsite within 2 hours in the office in Strasbourg).
**Reference No**:
QTM.SC-2025.34
**Skills, knowledge, experience required**:
- Bachelor’s degree;
- Minimum 4 years’ relevant professional experience, of which minimum 3 years’ experience in Administration, HR, or Event Management ;
- Excellent usage of MS Office, in particular MS Excel;
- Proven strong level of personal integrity;
- Supportive and helpful personality, with a cooperative and service-oriented attitude;
- Good communication and interpersonal skills;
- Proficiency in written and spoken English (level C1 or higher);
**Nice to have**: Good level of French language (level B1 or higher).
**Duties/role**:
- Orchestrate stakeholder engagement activities, including strategic meetings, executive workshops, training seminars, and inter-institutional events in the area of Security and Business Continuity using Microsoft Teams, WebEx, and venue coordination platforms;
- Coordinate executive scheduling and maintain comprehensive Unit contact repositories using Outlook Calendar, Microsoft Excel;
- Coordinate internal and external stakeholder communications, including regulatory bodies and inter-institutional networks in the field of Security and Business Continuity using Outlook, Teams channels;
- Lead periodic monitoring initiatives and develop comprehensive reporting frameworks for security activities and internal documentation with Excel dashboards, ARES workflows and document management systems;
- Support to prepare documentation and contract management processes for security-related procurement and vendor relationships with Excel dashboards, ARES workflows and document management systems;
- Manage digital collaboration platforms including SharePoint site administration, Teams workspace configuration and establish communication protocols for cross-functional teams;
- Prepare executive briefings, strategic reports, meeting minutes, stakeholder presentations, and formal correspondence using Microsoft PowerPoint, Word;
- Manage financial processes and procurement coordination for security-related contracts and vendor relationships using Excel budget tracking
- Design and execute security awareness programmes addressing human risk through PowerPoint, Canva, KnowBe4.
Administrative Consultancy services for the Security Policy and Coordination Sector under Security Unit shall include the tasks below:
- Architect security governance frameworks and regulatory compliance strategies
- Develop annual security programmes with implementation roadmaps
- Conduct regulatory gap analyses and design policy hierarchies
- Lead cross-functional security working groups and inter-institutional committees
- Coordinate activities across professional security networks and external stakeholders
- Design and execute security awareness programmes addressing human risk factors
- Develop training curricula for security and business continuity
VECTOR SYNERGY sp. z o.o., ul. Marcelińska 90, 60-324 Poznań, NIP PL7811857270, REGON 301575740, KRS: 0000369575
