Administrative Assistant – Security & Information Management Division

About the role

Administrative Assistant NTU International is a framework contractor to Frontex – the European Border and Coast Guard Agency – providing interim staff services. The role supports the Security and Information Management Division in Warsaw, handling a range of administrative tasks and assisting project activities.

Key responsibilities

• Provide general administrative support and manage agenda and calendar.
• Organise online and physical meetings, draft minutes, and prepare materials and presentations.
• Draft notes, letters, reports, and e‑mails; assist in correspondence preparation and follow‑up.
• Prepare and update statistical data, tables, graphs, and charts.
• Support various projects, including workflow organisation and document archiving.
• Enter data and maintain electronic databases; monitor functional mailboxes.
• Assist in the review and preparation of documentation for claims, invoices, and payment requests.
• Perform basic administrative tasks such as copying, scanning, and creating intranet sites.

Required profile

• EU Member State citizenship.
• English language proficiency at minimum B2 level.
• At least one year of relevant professional experience.
• Very good MS Office skills.
• Strong organisational and communication abilities.
• Experience with EU institutions or multinational environments is an advantage.