Conference Services Assistant (NATO-NCIA)

The Hague, The Netherlands, Sapienza Consulting [C002200]

Field(s) of expertise
Business Administration and Finance Project and Service Management
Job type

About this job

Sapienza Consulting is recruiting a Conference Services Assistant to join NATO – NCIA, at The Hague, South Holland, Netherlands.


Under the direction and supervision of the Section Head On-Site Conferences and Events, the incumbent will perform duties such as the following:

  • Assist and support the Section Head in maintaining the Conference Services portal
  • Prepare and distribute information packages for customers
  • Assist the Section Head with the development of registration sites for on-site conferences and events
  • Assist the Section Head for the following services: accommodation, transportation for participants, facilities, signage, additional conference requirements
  • Assist in developing catering/hospitality functions for the event and liaise with the catering staff
  • Attends the monthly restaurant committee meeting on the Section Head’s behalf
  • Liaise, in coordination with the Section Head, between customers and Creative Media Centre for all graphic, media and print requirements
  • Ensure that an adequate supply of support material is on hand for each meeting and/or conference
  • Maintain the NCI Agency conference room booking system
  • Coordinate with contract cleaning staff to ensure conference rooms are ready for use
  • Provide support during on-site conferences and events, e.g. hosting, on-site registration process, information desk services
  • Support the Section Head with specific conference action plans from inception through completion
  • Perform any other duties as may be required


  • The candidate must have a currently active NATO SECRET security clearance

Experience and Education:

  • Higher vocational training in a relevant discipline with 1 years postrelated experience. Or a secondary educational qualification with 3 years post-related experience
  • At least three years relevant experience in a progressively responsible administrative position
  • Prior conference coordination or event planning experience
  • Sound experience with Microsoft Office applications
  • Excellent organizational and administrative skills
  • Ability to express oneself clearly both orally and in writing
  • Prior experience of working in an international environment comprising both military and civilian elements
  • Knowledge of NATO responsibilities and organization, including ACO and ACT


Competencies or Personal Attributes:

  • Delivering Results and Meeting Customer Expectations – Focuses on customer needs and satisfaction; sets high standards for quality and quantity; monitors and maintains quality and productivity; works in a systematic, methodical and orderly way consistently achieves project goals
  • Adapting and Responding to Change – Adapts to changing circumstances; tolerates ambiguity; accepts new ideas and change initiatives; adapts interpersonal style to suit different people or situations; shows an interest in new experiences


Professional Contacts:

  • Promote and maintain professional relations with co-workers within the Agency, with staff in other NATO organizations and with contacts from external bodies

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