About this job

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

Sapienza has been a partner of ESA for almost 30 years, and we pride ourselves in supporting a wide range of missions including Galileo, MTG, Copernicus and ExoMars. Our team is international with activities across the U.K., the Netherlands, North Macedonia, Belgium, Luxembourg, France, Germany, Italy and Spain.

Responsibilities

• Day-to-day support to Division’s Head and Division’s personnel regarding business travel arrangements, (budget verification, approval cycles etc.), and leave management.
• Organization of Division’s Head day to day agenda and its scheduled meetings.
• Maintaining and following up actions lists for the Head of Division including preparing the closing action and regular reporting.
• Dealing with incoming telephone calls and information requests.
• Analysing incoming correspondence and documentation and managing distribution of outgoing correspondence and documentation.
• Provide of various logistic support to the Division, in particular for arrival of newcomers, (office, phone, computer, security badge), and departures deregistration, etc.).
• Ordering of office supplies and maintenance of stationary.
• Room and resources bookings for meetings and/or events falling under the responsibility of the Division.
• Tasks related to documentation management, distribution/registration of mail and documents, digitalization in related data based.
• Maintaining documents libraries for the Division including maintenance of distribution lists, regular reports, and issue information notes to concerned users.
• Support the organisation of events within the Division (e.g. workshops, conferences) as required.

Profile

• Vocational Degree or equivalent
• Specific education in Administrative/Secretarial or demonstrated equivalent experience
• At least 2 years of relevant work experience
• Very good communication skills as well as qualities of order, method, initiative to work independently, and reliability in the execution of tasks are required.
• Highly proficient with modern electronics office automation tools in particular Microsoft Office suite (e.g. Excel, Word, Power Point, etc.) and electronic mailing (ESA365/Lotus Notes).
• Familiarity with ESA working environment in a similar position is a distinct advantage.
• Very good interpersonal skills, i.e. a helpful and positive approach to management and staff in the division;
• Excellent organisational skills with the ability to prioritise tasks and to remain calm under pressure;
• Ability to work autonomously in a fast-paced environment;
• Fluent in English; knowledge of another ESA member-state language is an asset

Candidates must be eligible to work in the EU