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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