Administrative Assistant (ESA-ESTEC)


Sapienza Consulting is recruiting a Secretary / Administrative Assistant to support the HIF Directorate at the European Space Agency (ESA).

Responsibilities of the Secretary / Administrative Assistant

  • Day-to-day support to Unit personnel regarding business travel arrangements, leave management, coordination of training.
  • Analysing 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.
  • 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 organisation of events (e.g. workshops, conferences) as required.
  • 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.
  • Special requirements for the division:
    • Maintaining the risk register
    • Administering the SharePoint site
    • Setting up a configuration management for the Documents produced by the Division
    • Preparing presentations in Power Point on the basis of inputs provided by the experts
    • Handling confidential information and sensitive information
    • Proof reading, formatting of documents for the Executive Board and ESA governance bodies
    • Maintaining and updating the missions schedule for ESA Council
    • Supporting the PPS Project Manager in change management and logistical tasks

Profile of the Secretary / Administrative Assistant

  • Vocational Degree or equivalent
  • At least 2 years of relevant work experience
  • For site specific functions knowledge of the local national language is an asset
  • Highly proficient with modern electronics office automation tools in particular Microsoft Office suite and electronic mailing (preferably Lotus Notes)
  • Familiarity with ESA working environment in a similar position is a distinct advantage
  • Fluent in English, both written and spoken; knowledge of another ESA member-state language is an asset
  • Candidates must be eligible to work in the EU

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