About this job

—– This position has been cancelled —–

We are recruiting an Administrative Assistant, with executive experience, for Sapienza to work on our Customers Site ESA ESTEC, Noordwijk, The Netherlands.

Responsibilities

• Analyzing incoming mail-paper and e-mail and presenting these data in an organized and prioritized manner to the Head of Department. Ensuring that important and urgent mail reaches the H/Department Office to ensure timely responses and following-up of actions
• Drafting of replies to correspondence and inquiries as appropriate and handling of the registration and distribution of correspondence and filing meetings and missions
• Answering incoming calls and performing a pre-screening of these calls for direct connection with the Department Head or a delayed reply. Keeping organized records of these calls and checking closure and follow up Administration
• Planning/coordinating the Department Head agenda, commitments and meetings, organizing the missions and keeping the Department Head informed on all issues of concern. Room and resources bookings for meetings
• Supporting the Department Head in the preparation and follow up of administrative, organizational as well as contractual matters
• Support and follow up the Department programs, activities and milestones in liaison with the Head of Department
• Manage the procurement of promotional items for the Department in liaison with the Project Controllers; including preparation of requirements
• On personal initiative or on instructions, collecting information and documents necessary for the Department Staff to take action on given issues
• Maintaining TIA-P master data in ESAP in particular for Timesheet approval and Procurement actions (follow up of shopping carts and POs approval)
• Preparation of monthly ESAP reports about Departmental timesheets approval
• Coordinating actions with other assistants of the department and interface with the other assistants of the Directorate
• Interfacing and coordinating activities and meetings within TIA-P department and with the other TIA or ESA departments and support on administrative matters related to use of the relevant systems
• Check for correct authorization, substantiating documentation and adherence to Agency rules and practice (ref. leave, mission, conference, authorization with regards to Staff Rules and Regulations, as well as financial procedures) before submission for TIA-P Head of Department’s approval
• Preparing/coordinating and monitoring the timely completion of inputs for Directorate’s meetings supervising the preparation of files/reports for such meetings and special subjects
• Organizing VIP events and participation of the Department Head to any other events as required by his position
• Collecting and filing of documentation and in particular JCB, legal and financial documents;
• Establishing and maintaining the structure and records and files on the Management Information Systems such as Eclipse, SharePoint

In addition to the above the following general tasks would be expected:

• Day-to-day support to Unit personnel regarding business travel arrangements, leave management, coordination of training, travel claims
• 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
• Administration and handling of shipment of goods and express mail
• Tasks related to documentation management, distribution/registration of mail and documents
• Maintaining documents libraries for the Unit, including maintenance of changelog, distribution lists, issue information notes to concerned users
• Maintaining and following up actions lists for the Unit and take minutes of coordination meetings for the Unit
• Provision of various logistic support to the Unit

Profile

• A university’s degree preferably in Business and administration discipline is an asset
• A solid and multiple years of experience in assisting Senior Executive is mandatory
• Proficient in the English language, both written and spoken
• Good knowledge of French language will be considered as an asset
• Excellent interpersonal and communication skills, as well as very good qualities of order, method, tact, initiative, and in particular discretion
• Proven sense of confidentiality
• Proficiency in the use of the Agency’s information systems and tools (ESAP, Eclipse) is an asset.
• Highly proficient with modern electronics office automation tools, in particular, Microsoft Office suite and electronic mailing (preferably Lotus Notes)
• Familiarity with ESA working environment in a similar position is a distinct advantage
• Candidates must be eligible to work in the EU

Contact:

Please send your CV (in English) as soon as possible, but no later than 7 of June 2020 to jobs@sapienzaconsulting.com

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