Administrative Assistant – Security & Information Management

About the role

NTU International is a framework contractor to Frontex – the European Border and Coast Guard Agency – providing interim staff services. Together with our local recruitment and employment partner in Poland, we continuously expand our pool of professionals for assignments supporting Frontex in Warsaw. We are looking for candidates for an Administrative Assistant role in the Security and Information Management Division.

Key responsibilities

• Providing administrative support in general administrative procedures.
• Agenda and calendar management.
• Supporting the daily organisation of work and tasking.
• Organising online and physical meetings, drafting minutes, preparing materials and presentations.
• Assisting in preparation and follow‑up of correspondence such as drafting notes and letters.
• Preparing and updating statistical data (tables, graphs, charts).
• Supporting various projects and workflow documentation archiving.
• Drafting notes, letters, reports, e‑mails and follow‑ups on documents.
• Carrying out data entry and supporting electronic database monitoring.
• Reviewing and preparing documentation attached to claims, invoices and payment requests.
• Monitoring functional mailboxes and communicating with internal and external parties.
• Performing basic administrative tasks such as copying and scanning.

Required profile

• Citizenship of an EU Member State.
• English language proficiency at minimum B2 level.
• Relevant education.
• At least one year of relevant professional experience.
• Very good MS Office skills.
• Strong organisational and communication skills.
• Experience with EU institutions/agencies, international organisations or multinational environments is an advantage.