About this job

Sapienza Consulting is recruiting an Administrative Assistant to support the HIF Directorate at ESA-ESTEC.

Responsibilities

• Organising the schedule of the Head of the Estates and Facilities Management Division, arranging appointments, meetings, visits, missions etc.
• Editing (in English) documents, memos and presentations and drafting memos, letters, intranet communications and emails
• Taking minutes of meetings and track progress of actions
• Collecting input from the 3 sections of the division and preparing reports
• Composing and typing correspondence, documents and spreadsheets using office automation tools
• Arranging missions for staff in the Division
• Management of leave data in (vacation, sick leave, etc.) for the divisional staff and entering details in SAP system and recording of the leave of contractor’s staff
• Maintaining a filing system in support of the various activities of the Estates and Facilities Management Division
• Co-ordination and follow-up of deadlines in liaison with the Department’s secretary
• Support the organisation of divisional meeting and events
• Management of stationary orders and related invoice control

Profile

• Degree or vocational education in a relevant domain
• At least 2 years of relevant work experience
• Proven possession of professional skills in administrative and/or secretarial activities
• He/she must be highly proficient in the use of Microsoft Office Software.
• Proficiency in ESA IT tools is an asset.
• He/she is expected to demonstrate excellent organisational and communication skills and shall be able to establish and maintain effective and pleasant working relationships in an international environment and under high pressure.
• He/she should be pro-active and assertive and able to prioritise
• The working languages within the ESTEC Estates and Facilities Management are English and Dutch. Therefore working knowledge of Dutch is required.
• Fluent in English; knowledge of another ESA member-state language is an asset
• Excellent knowledge of English, additional knowledge of another ESA member state language is desirable.
• Candidates must be eligible to work in the EU.