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Administrative Assistant with Documentalist Tasks (ESA-ESTEC)

Noordwijk, The Netherlands, Sapienza Consulting [ACHV-584580]

Field(s) of expertise
Business Administration and Finance
Job type
Temporary
Education
BachelorVocational
Deadline
Closed

About this job

Sapienza Consulting is recruiting an administrative assistant to provide support within an organizational unit (in D/EOP). The role will additionally have some tasks in document management.

It is a temporary employment contract for 8 months (August 2019 to March 2020) with possible extensions.

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
  • Organization of agenda and of meetings
  • Maintaining and following up actions lists for the Unit and taken minutes of coordination meetings for the Unit
  • 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
  • Participation to organisation of events (e.g. workshops, conferences) as required
  • Data collection, extraction from various Corporate applications (e.g. SAP, PRISMA) and from various internal sources and data consistency checking and coherence analysis
  • Tasks related to documentation management, distribution/registration of mail and documents
  • Maintaining documents libraries for the Unit, including maintenance of change log, distribution lists, issue information notes to concerned users
  • Support to the Project Review Process

Profile

  • Vocational training or Bachelor’s degree in Business Administration, or similar
  • At least 2 years of relevant work experience in administration supporting a team or organisational unit
  • Highly proficient with modern electronics office automation tools in particular Microsoft Office suite and electronic mailing.
  • Knowledge of SAP and/or Document Management tools would be considered a strong 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
  • Rigor, commitment and reliability in the execution of the assigned tasks
  • Ability to communicate with industry counterparts in the execution of the project specific tasks
  • Capacity to identify priority actions and handle high workload
  • Fluent in English; knowledge of another ESA member-state language is an asset

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