About this job

Sapienza Consulting is recruiting an Administrative Assistant to cover provision of secretarial and administrative support to ESA organisational entities (Divisions, Services, Offices) and Projects for 5 months duration.

Responsibilities

• Day-to-day support to division 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 division
• Arrivals (office, phone, computer, security, access to databases, information systems) and departures (deregistration, etc.) of division personnel
• Ordering of office supplies and maintenance of stationary
• Room and resources bookings for meetings and/or events falling under the responsibility of the division
• 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 division, including maintenance of change log, distribution lists, issue information notes to concerned users
• Maintaining and following up actions lists for the Unit and taken minutes of coordination meetings for the division
• 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
• 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

Profile

• Completed secondary education and professional training in administrative and/or clerical support
• At least 2 years of previous relevant working experience in the field
• Highly proficient with modern electronics office automation tools, in particular Microsoft Office suite and electronic mailing
• Excellent knowledge of English, additional knowledge of another ESA member state language is desirable.
• Candidates must be eligible to work in the EU.