Administrative Coordinator

Vacancy Notice ## Administrative Coordinator Ref. ENISA-TA-AST4-2026-12 Type of contract | Temporary Agent Function group and grade | AST4 Duration of contract | 4 years, renewable Area | Corporate or administrative functions in ENISA Place of employment | Athens Probation period | 9 months Reserve list | 31/12/2029 Deadline for applications | 10 November 2026 at 23:59:59 Greek time ### 1. The Agency ENISA's mission is to achieve a high common level of cybersecurity across the Union, by actively supporting Member States, European Union institutions, industry, academia and EU citizens¹. ENISA contributes to policy development and implementation, supports capacity building and preparedness, facilitates operational cooperation at Union level, enhances the trustworthiness of ICT products, services and processes by rolling out cybersecurity certification schemes, enables knowledge sharing, research, innovation and awareness raising, whilst developing cross-border communities and synergies. ENISA is located in Athens, Greece (the Agency's official seat) with a branch office in Heraklion (Crete), Greece and a Local Office in Brussels, Belgium. Further information about ENISA is available on the ENISA website:https://www.enisa.europa.eu/. ### 2. The job ENISA is seeking to recruit an Administrative Coordinator (AST 4) to coordinate aspects of support and implementation, of key management activities as well as selected tasks under the Agency Single Programming Document in corporate and administrative structures or entities. ¹ Regulation (EU) 2019/881 - Cybersecurity Act:http://data.europa.eu/eli/reg/2019/881/oj The successful candidate will contribute to the efficient delivery of ENISA's corporate and administrative functions as these arise in line with the needs of the Agency. Potential key responsibilities and tasks could entail: - Proactively contribute to the organisation, administration and smooth functioning of the Executive Director's Office, including administering the schedule of Senior Leadership, organising internal meetings of Senior Leadership, as well as other internal key stakeholders, external meetings and business schedules and managing conflicting agenda requirements; - Maintain contacts across stakeholders, such as members of Governing Bodies, services of the European Commission and other EUIBAs, Host States authorities, stakeholders across Member States and other external stakeholders; - Follow up on key files for the Executive Director and Senior Leadership and their requirements and have the oversight of relevant files via the Agency's document management systems; - Contribute to aspects, which are pertinent to the communication of Senior Leadership with internal and external stakeholders; - Follow up with assigned tasks, service providers on organisational aspects and contribute by implementing assigned budget and resource planning for organisation of internal events, including processing of invoices and monitoring budget at the technical level; - Contribute to a common vision and approach to office organisation, while ensuring timely information flows and supporting document management concerning Senior Leadership; - Carry out any other tasks as assigned. ### 3. Qualifications and experience required² **3.1 Eligibility Criteria** The selection procedure is open to candidates who satisfy the following eligibility criteria on the closing date and time for application: - Be a national of one of the Member States of the European Union³ or EFTA4 countries; - Be entitled to their full rights as a citizen5; - Have fulfilled any obligations imposed by the applicable laws concerning military service; - Produce appropriate character references as to their suitability for the performance of the duties; - Be physically fit to perform the duties linked to the post6; ² Candidates must satisfy ALL the eligibility criteria on the closing date for applications. In the event that you do not fulfil all the eligibility criteria, your application will not be further assessed. Candidates should assess and check before submitting their application whether they fulfil all the requirements as specified in the vacancy notice. Please include in the application form only professional experience and academic qualifications for which you hold supporting documents. Candidates must be able to provide supporting documents clearly showing duration and nature of experience upon request. ³ It should be noted that, due to the withdrawal of the United Kingdom from the European Union on 31/01/2020, British nationals, who do not hold the nationality of another European Union member state, are not eligible for applications at ENISA due to the fact that they do not fulfil the requirements of Article 12.2 of the Conditions of Employment of Other Servants, namely that they do not hold the nationality of an EU Member State. 4 Iceland, Liechtenstein, Norway, and Switzerland. 5 Prior to the appointment, the successful candidate will be asked to provide a certificate issued by a competent Member State Authority attesting the absence of any criminal record. 6 Before appointment, the successful candidate shall be medically examined in line with the requirement of Article 28(e) of the Staff Regulations of Officials of the European Communities. - a level of secondary education attested by a diploma7 giving access to post-secondary education, and after having obtained the diploma, at least twelve (12) years of appropriate professional experience, OR a level of post-secondary education attested by a diploma?, and after having obtained the diploma, at least nine (9) years of appropriate professional experience; - Thorough knowledge of one of the official languages of the European Union (at C1 level) and a satisfactory knowledge of another official European language of the Union (at B2 level) to the extent necessary for the performance of their duties8. ### 3.2 Selection Criteria Only eligible candidates, who fulfil the above eligibility criteria, will be further assessed by the Selection Board against the selection criteria, solely based on the information provided by the candidates in their application form and the talent screening questions. Candidates must provide concrete results and/or actions they undertook in demonstrating the below criteria and their relevant competences in their application form. Candidates must demonstrate and will be assessed on the following skills and competences: **Technical skills and experience** - Demonstrable experience in management and leadership support at senior level in a complex and/or multicultural environment, with the ability to be results-driven and goal-oriented; - Demonstrable experience in coordinating administrative outputs and services, including knowledge and experience in coordinating projects and high-level events; - Demonstrable skills in contemporary office automation tools and systems (proficiency in standard office tools (MS Office)); - Strong synthesising skills and problem-solving skills, attention to detail, and ability to adapt and build trust; - Proven ability to handle sensitive information with discretion and professionalism. **Advantageous:** - Have sound communication and interpersonal skills, with ability to build relationships with internal and external stakeholders; - Be a team player as well as a peer and coordinator of a small assistance team. - At least 5 years of experience as a personal assistant to CEO or executive leadership will be considered as an asset. **Personal qualities** - Adaptability & growth orientation:Identifies issues quickly, generates effective solutions, and adapts to changing operational needs while maintaining service quality. Recognises strengths and 7 Only diplomas issued by EU Member State authorities and diplomas recognised as equivalent by the relevant EU Member State bodies are accepted. If the main studies took place outside the European Union, the candid