About this job

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

Responsibilities

• Support for the Project Review Process
• Support to visitor service: including access control, preparing visa applications, distribution of information material
• In addition to the support to visitor service, also the collection and escort of visitors from ESTEC Security Gate to location
• ESA site administration: including periodical update (e.g. daily) of site schedule, updating and distribution of the site telephone list
• Participation in 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 specific tasks mentioned above, general administrative tasks like the following:

• Day-to-day support to Unit personnel regarding business travel arrangements, leave management, coordination of training
• Dealing with incoming telephone calls and information requests
• Analyzing incoming correspondence and documentation and managing distribution of outgoing correspondence and documentation
• 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 meetings
• 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 taking minutes of coordination meetings for the Unit.
• Participation in organization of events (e.g. workshops, conferences) as required
• Provision of various logistic support to the Unit

Profile

• Proficient in the English language, both written and spoken; knowledge of another official ESA language is an asset
• 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
• Rigour, 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 a high workload
• 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 15 of June 2020 to jobs@sapienzaconsulting.com

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