About this job

Serco Europe is recruiting an Administrative Assistant to work on our Customers Site (ESA-ESTEC). This is a fixed term position, until 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

The work package covers provision of secretarial and administrative support to ESA organizational entities (Divisions, Services, Offices) and Projects (called Unit herein). It includes the following tasks:

• Day-to-day support to Unit personnel regarding business travel arrangements, leave management, coordination of training.
• Dealing with incoming telephone calls and information requests.
• Analyzing incoming correspondence and documentation and managing 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 taken minutes of coordination meetings for the Unit.
• Participation to organization of events (e.g. workshops, conferences) as required.
• Support to the Project Review Process.
• Support to visitor service: including access control, preparing visa applications, distribution of information material.
• ESA site administration: including periodical update (e.g. daily) of site schedule, updating and distribution of the site telephone list.
• Participation to the preparation and the publication of internal and external documents, including editing and proofreading.
• Data collection, extraction from various Corporate applications (e.g. SAP, PRISMA) and from various internal sources and data consistency checking and coherence analysis.

Profile

• Vocational Degree or equivalent.
• At least 2 years of relevant work experience.
• Strong organizational and planning skills.
• Familiarity with ESA working environment in a similar position is a distinct advantage.
• Comfortable with working in a diverse and multi-national team environment.
• Highly proficient with modern electronics office automation tools in particular Microsoft Office suite and electronic mailing (preferably Lotus Notes).
• Proficient in the English language, both spoken and written.
• Knowledge of another EU member state languages will be considered as an asset.
• Candidates must be eligible to work in the EU.