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

• Organization of agenda and of meetings including the New Space Advisory Board and the Commercialisation Inter-directorates WG.
• Follow up and send reminders (TO, CO), including report to Head of service on overload and delays.
• Propose to Head of Department allocation of business plan/review tasks to members of the team according to the individual workloads.
• Participation to the preparation and the publication of internal and external documents, including editing and proofreading, of Procurement Process specific documentation (ITT documents, Minutes of meeting, clarifications …)
• Coordinate with Project Controllers (or “BCAMs”) for the creation of SAP objects and the availability of required supporting documents (SoW, ITT package, TEB Report…).
• Where applicable: Input and timely follow up the electronics tools used by Procurement Department to support the Contracts Officers during execution of the Procurement process. (SAP, Sharepoint).

Profile

• Vocational Degree or equivalent
• Specific education in Administrative/Secretarial or demonstrated equivalent experience
• At least 2 years of relevant work experience
• 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 unit specific tasks
• Capacity to identify priority actions and handle high workload
• 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;
• Fluent in English; knowledge of another ESA member-state language is an asset

Candidates must be eligible to work in the EU