Administrative Assistant (ESA-ESTEC)




Amy
EclipseChatBot
Amy

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

For information on how we process the personal data in your application, please see the Sapienza Privacy Statement here.

Apply

Upload resume
Upload motivation letter