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Administrative Assistant (ESA-ESTEC)

Noordwijk, The Netherlands, Sapienza Consulting [AHWE-238775]

Field(s) of expertise
Business Administration and Finance
Job type
Permanent
Education
Master
Deadline
Closed

About this job

Sapienza Consulting is recruiting an Administrative Assistant for the provision of secretarial and administrative support to ESA organizational entities (Divisions, Services, Offices) and Projects.

Responsibilities

  • Supporting Department Head and Assistant in the preparation of annual training and conference plans, including cost related issues, and monitoring the subsequent implementation.
  • Support to the Divisional secretaries when necessary, secretarial support to Department BCAM team
  • 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.
  • In addition to the above that correspond to standard activities in support to an organizational unit, the work package may also cover the following tasks: 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

  • Master’s Degree in Engineering
  • At least 4 years of relevant work experience
  • Highly proficient with modern electronics office automation tools Microsoft Office suite and electronic mailing (preferably Lotus Notes)
  • Highly proficient with Excel and Power Point
  • The candidate must be autonomous in carrying out the tasks assigned with a strong sense of dedication and motivation
  • Good interpersonal skills and the ability to work in an international team
  • Familiarity with ESA working environment in a similar position is a distinct advantage
  • 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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