About this job

Serco is a leading Space Services Provider with thousands of skilled resources that has supported over 50 space missions on behalf of more than 10 Space or Government agencies around the globe, including the ESA and NASA. Serco offers space capability across the full space lifecycle from satellite testing to Launch services, LEOP to spacecraft operations, space surveillance to data management, and supporting downstream application development. With over 55 years history in the space sector Serco is well placed to contribute to National strategies and New Space ventures who want to scale their businesses/organizations with skilled talent.

On behalf of our client, we are currently searching for a skilled Secretary/Administrative Assistant to join our team at the European Space Agency – ECSAT in Harwell, UK. This incredible chance allows you to become part of one of the most desirable space agencies in the world, representing our valued customer. This position offers support from 01/02/2024 to 31/12/2024 with high possibilities of renewal.

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.
• Minimum 2 years of relevant 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 SAP can be considered as an asset.
• 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.
• Excellent interpersonal skills are needed, together with a high degree organizational and communication abilities.
• Comfortable with working in a diverse and multinational team environment.
• Ability to work independently and establish good working relations with relevant actors in ESA and Industry.
• Proficient in the English language, both written and spoken.
• Knowledge of another EU member state language is an asset.
• Candidates must be eligible to work in the EU.

Within Serco we believe there is a place here for everyone. Diversity & Inclusion at Serco is based on a culture where every voice is heard, and every employee feels valued. Working together as one team, we can enhance the experience of our people and teams, improve the value of our solutions to better serve the missions of our customers, and make a difference in our world. We are enthusiastic and passionate about our work which is infectious. We allow our employees to take responsibility for their work and promote a positive working culture.

What we offer:

• Competitive Salary.
• Comprehensive package of benefits offered by the company.
• Assistance with relocation can be provided, details available upon request.
• Engaging company events to foster team spirit.
• Reimbursement of public transport expenses.
• Access to a variety of sports and recreational activities at ECSAT Escape Recreation Centre.
• Company contribution towards a pension scheme.