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Secretary/Administrative Assistant (ESA-ECSAT/ESA-ESTEC)

Europe, Sapienza Consulting [TIA157]

Field(s) of expertise
Business Administration and Finance
Job type
Permanent
Education
Vocational
Deadline
14/07/2022

About this job

Sapienza Consulting is recruiting three Secretary/Administrative Assistant for Sapienza to work on our Customers Site. The position can be filled in either in Harwell, The United Kingdom (ESA-ESCAT) or in Noordwijk, The Netherlands (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

  • Supporting the Line Managers and teams in the preparation and follow up of administrative, organisational and contractual matters.
  • Planning/coordinating the commitments and meetings, organising calendar and keeping the Line Managers informed on all issues of concern; supervising the preparation of files for such meetings and any special subjects
  • Answering incoming calls and performing a pre-screening of these calls for direct connection with the Line Managers or for reply at a later time. Keeping organised records of these calls and checking closure and follow up.
  • Analysing incoming mail- paper and e-mail – and presenting these data in an organised and prioritised manner. Ensuring that important and urgent mail reaches staff to insure timely responses.
  • Ensuring the diffusion of information for the Teams.
  • Preparation of staff missions and travel arrangements.
  • Coordinating actions with other secretaries of the Department/ Division;
  • Administrative support Coverage for other units when colleagues are on leave.
  • Composing routine correspondence and keeping a filing system for incoming/outgoing mail. Generating documents and textual and graphics presentations.
  • Check for correct authorisation, substantiating documentation and adherence to Agency rules and practice (ref. leave, mission, conference, authorisation with regards to Staff Rules and Regulations, as well as financial procedures). For the execution of the tasks the contractor will be expected to use related ESA Corporate software tools and documentation systems
  • Administering and maintaining the office documentation systems. Setting up the folder structure, registration, filing and distribution of correspondence and other documentation processed.
  • Follow up of teams’ actions.
  • On personal initiative or on instructions, collecting information and documents necessary for the teams to take actions on given issues.
  • Interfacing and providing support to teams on administrative matters related to use of the relevant systems.
  • Coordination with Facility Management for local, on-site support (e.g. staff and contractors TUD/leaving/relocating)
  • Participating to Events organisation

Profile

  • Vocational Degree or equivalent
  • Specific education in Administrative/Secretarial or demonstrated equivalent experience
  • At least 2 years of relevant work experience
  • Administrative assistant experience at executive level and in an international context
  • Strong knowledge of Microsoft365 and Teams
  • A good knowledge of the various ESA tools (i.a. MAS, ESA-P) is welcomed
  • Knowledge of working methods in the space/telecommunications sector is considered an asset
  • It is important to note that this position requires a high level of confidentiality
  • Very good communication skills as well as qualities of order, method, initiative to work independently, and reliability in the execution of tasks are required.
  • 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

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