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Administrative Assistant (ESA-ESTEC)

Noordwjick, The Netherlands, Sapienza Consulting [1502]

Field(s) of expertise
Business Administration and Finance
Job type
Permanent
Education
BachelorVocational
Deadline
Closed

About this job

We are recruiting an Administrative Assistant for Sapienza to work on our Customers Site (ESA-ESTEC) which covers provision of secretarial and administrative support to ESA organisational entities (Divisions, Services, Offices) and Projects based at ESTEC. It includes the following tasks:

Responsibilities

  • Day-to-day support to Unit personnel regarding business travel arrangements, leave management, coordination of training.
  • Dealing with incoming telephone calls and information requests.
  • Analysing incoming correspondence and documentation and managing distribution of outgoing correspondence and documentation.
  • Provision of various logistic support to the Unit.
  • Arrivals (office, phone, computer, security, access to databases, information systems) and departures (deregistration, etc.) of Unit personnel.
  • Ordering of office supplies and maintenance of stationary.
  • Room and resources bookings for meetings and/or events falling under the responsibility of the Unit.
  • Administration and handling of shipment of goods and express mail.
  • Tasks related to documentation management, distribution/registration of mail and documents.
  • Organization of agenda and of meetings.
  • Maintaining documents libraries for the Unit, including maintenance of change log, distribution lists, issue information notes to concerned users.
  • Maintaining and following up actions lists for the Unit and taking minutes of coordination meetings for the Unit.
  • Participation to organisation of events (e.g., workshops, conferences) as required.
  • Support to the Project Review Process.
  • Support to visitor service: including access control, preparing visa applications, distribution of information material.
  • ESA site administration: including periodical update (e.g., daily) of site schedule, updating and distribution of the site telephone list.
  • Participation to the preparation and the publication of internal and external documents, including editing and proofreading.
  • Data collection, extraction from various Corporate applications (e.g., SAP, PRISMA) and from various internal sources and data consistency checking and coherence analysis.
  • Documentation management related support to project reviews.
  • Managing documentation system (e.g. Eclipse), registration / distribution/ exchange / archiving of documents.
  • Support to launch campaign preparations.
  • Being prepared to travel and co-locate for extended periods (several weeks) at the launch site.
  • Secretarial and administrative support at the launch site during extended hours and during weekends.
  • In addition to the support to visitor service as described in the Statement of Work (Annex A) also the collection and escort of visitors from ESTEC Security Gate to location

Profile

  • A relevant degree preferably in Business and administration discipline
  • At least 02 years of relevant work experience
  • High level of flexibility as well as initiative and team spirit.
  • Easy contact with personnel and well-balanced autonomy in the execution of the requested tasks.
  • Rigor, commitment, and reliability in the execution of the assigned tasks.
  • Highly proficient with modern electronics office automation tools, in particular Microsoft Office suite and electronic mailing (preferably Lotus Notes).
  • Ability to communicate with industry counterparts in the execution of the project specific tasks.
  • Capacity to identify priority actions and handle high workload.
  • Familiarity with ESA working environment in a similar position is a distinct advantage.
  • Fluent in English; knowledge of another ESA member-state language is an asset.

Contact:

Candidates must be eligible to work in the EU

Please send your CV (in English) as soon as possible, but no later than 17/01/2021 to jobs@sapienzaconsulting.com

 

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