About this job

Sapienza Consulting, a tpgroup company, is recruiting an Administrative Assistant for Sapienza to work on our Customers Site (ESA-ESTEC).

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 taken minutes of coordination meetings for the Unit.
• Participation to organisation of events (e.g. workshops, conferences) as required.
• Frequent travelling expected

In addition to the above, the following tasks can be expected:

• 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 consistencychecking and coherence analysis.

Profile

• Vocational training
• At least 2 years of relevant work experience
• Highly proficient with modern electronics office automation tools in particular Microsoft Office suite and electronic mailing.
• 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
• For site specific functions fluent knowledge of the local national language is also required.

Contact:

Candidates must be eligible to work in the EU

Please send your CV (in English) as soon as possible, but no later than 10th August 2021 to jobs@sapienzaconsulting.com

———

For information on how we process the personal data in your application, please see the Sapienza Privacy Statement here.