About this job

Sapienza Consulting, a Serco company, is recruiting a Documentalist/ Event Coordinator for Sapienza to work on our Customers Site (ESA-ESTEC) starting with 01.01.2023 until 15.03.2023.

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

• Solid understanding of handling formal communication, within the complex institutional and commercial environment of ESA, EU and industrial partners and should be able to analyze the importance/status of the documentation, classify it accordingly and provide related support on the range of issues addressed.
• Operate and maintain the Directorate relevant DMS (SharePoint, Eclipse etc.) for informal and official documentation for senior management with internal and external relations including C-level executives-– where applicable set up an archive of original documents.
• Process configuration-controlled document changes of official papers relevant to the activities of the Directorate.
• Draft documentation and correspondence, consolidate inputs to monthly reports following internal procedure regarding the registration, distribution and filing of documents.
• Act as secretary to the TIA Management meetings per Department (TMM, AMM, PMM) and the Open session (TIA MM open). For the open session:
• Prepare and send out the agenda, arrange the logistics.
• Write, register, store and distribute the minutes.
• Establish, maintain and follow up Action Item list.
• Consolidate and support validation of senior management inputs to corporate communication and relevant publications, coordinate interview requests, etc.
• With special attention to the development of communication with management interacting with external stakeholders, maintain and develop a DMS/CRM.
• Coordination with Facility Management for local, on-site support (e.g. staff and contractors TUD/leaving/relocating).
• Participating to Events organization.
• Support organization of internal and external events in particular events with C-level executives.
• Prepare and manage the logistic event planning of events such as the TIA yearly seminar.
• Coordinate participation in main conferences.

Profile

• A bachelor’s degree from a recognized Institution of secondary studies or equivalent qualification in Business Administration (or Communications as relevant).
• Minimum of 4 years relevant experience.
• Proficiency in the use of the Agency’s information systems and tools is an asset
• Ability to manage large and complex data sets and to synthesize information
• The candidate should have a broad knowledge of how to navigate around and understand formal communication and be able to analyze a range of issues within the complex institutional environments of ESA, EU and the relevant industrial landscape.
• Experience in documentation management and in the field of communication.
• Interest and good understanding of ESA Programmes and related activities, knowledge and experience in the field of telecommunication and experience with liaising with C-level executives would be a distinct advantage.
• Deliver qualitative output under time pressure.
• Be capable to execute activities with a high degree of autonomy.
• Comfortable with working in a diverse and multi-national team environment.
• Excellent interpersonal skills are needed, together with a high degree organizational and communication abilities.
• Proficient in the English language, both spoken and written.
• Knowledge of another official ESA language is an asset.
• Candidates must be eligible to work in the EU.