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Secretary/Administrative Assistant (ESA-ESTEC)

Noordwijk, The Netherlands, Serco Europe [CIPC149]

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

About this job

Serco Europe is recruiting a Secretary/Administrative Assistant to work on our Customers Site (ESA-ESTEC).The role is full-time, with a fixed-term contract, from 01.04.2023 to 31.12.2024.

Serco is a trusted provider of services to National Space Agencies and the European Space Agency (ESA), we have over 40 years’ experience supporting the space sector and providing services for all stages of our customer’s space missions.

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 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.
  • Tasks related to documentation management, distribution/registration of mail and documents.
  • Organization of agenda and of meetings.
  • Maintaining documents libraries for the Unit, including maintenance of change log, distribution lists, issue information notes to concerned users.
  • Maintaining and following up actions lists for the Unit and taking minutes of coordination meetings for the Unit.
  • Participation to organisation of events (e.g. workshops, conferences) as required.

Profile

  • Vocational Degree or equivalent
  • Specific education in Administrative/Secretarial or demonstrated equivalent experience
  • At least 10 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.
  • Experience with Microsoft Office 365 is 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.
  • 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.

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