About this job

We are recruiting an Administrative Assistant for Sapienza to work on our Customers Site (ESA-ESTEC).

Responsibilities

• Division Secretarial duties in a team of two, including e.g. letter preparation, handling email/mail/calls/messages, appointments and mission administration, and to substitution/delegation of tasks during absence of Second Secretary/Admin Assistant
• Typing of correspondence, meeting minutes, reports, etc.
• Sorting incoming mail/faxes, handling telephone calls/messages, and setting up appointments and video conferencing
• Maintenance of EOP-SM Division Document Databases: Final Study Contract Report Database & QMS Document Libraries, Document Registration System
• Maintenance of Mission Advisory Group Sharepoint database records according to ISO9001 QMS standards
• Staff Mission administration and monitoring of finances/travel budget spend profile
• Arranging meetings of the Advisory Committee for Earth Observation, and Advisory Groups comprised of external experts. This includes:
• Meetings and Workshops logistics support, use of Calendar (Outlook) for meeting scheduling, and Central Booking System for reserving rooms
• Preparation and distribution of meeting invitations and use of ESTEC Visitors’ System for registering external meeting participants
• Preparation of mission claim packages for external Experts
• Requesting taxis and booking transportation via Reception
• Maintaining and updating Advisory Groups list and Meeting Calendar
• Preparation of reports and publications – including layout in Desktop Publishing programs & image manipulation when necessary
• Updating of information & databases in Sharepoint teamsite (e.g. absence charts, document databases, conference & contracts lists, etc.)
• Maintenance of Document Registration/filing System on SharePoint according to EOP-QMS standards, including contractual information, letters, reports and confidential correspondence
• Tracking of Staff Action items and reminders
• Keeping stores inventory for Division (preparing stock re-orders)

Profile

• Vocational Degree
• At least 04 years of relevant work experience
• High degree of flexibility and self-motivation to work in a fast-paced environment with good organisation, strategic planning, discipline and independence
• Responsible, discrete, dependable, reliable
• Highly proficient in Office365 (incl. Word, Excel, Sharepoint, Outlook) and other personal computer software (a good knowledge of InDesign & Photoshop, or equivalent software is an advantage)
• Good intrapersonal and communication skills. Ability to work quickly and cope with deadlines, pressure and work in a diverse team comprising 3 Sections
• Ability to establish and maintain effective relationships within ESA across establishments, and with external organisations
• 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 18/04/2021 to jobs@sapienzaconsulting.com

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