Administrative Assistant


Sapienza Consulting is recruiting an Administrative Assistant to support the TEC Directorate at the European Space Agency (ESA) onsite in Noordwijk.

Responsibilities of the Administrative Assistant

  • Collect capital expenditure information, analyse nature and review supporting documentation to determine eligibility for capitalisation as construction and development assets.
  • Acting as a focal person in the division to keep TEC-EF’s calendar rigorously updated as a shared reference as well as registering these events in the corporate databases
  • Supporting new or temporary division members to integrate quickly and smoothly.
  • Supporting the conference and training plan preparation and follow up on the implementation.
  • Maintaining documents such as organigrams and the office mapping situation at division level.
  • Maintaining distribution lists in Lotus Notes and managing access by the division members to the repositories and tools relevant to the divisions (SharePoint, Alfresco, Lotus Notes calendars, etc…)
  • Regularly and proactively updating our information repositories (typically based on SHAREPOINT / ALFRESCO).
  • Act as a facilitator to promote cohesion within the team and organise related events.
  • Supporting other TEC-E divisions and covering for the TEC-E Department Head assistant, whenever needed.

Profile of the Administrative Assistant

  • At least 2 years of relevant professional experience;
  • Vocational Degree or equivalent
  • Proactive / taking initiative.
  • Ability to work independently but also as a key team player.
  • Accuracy and timeliness in delivery of work.
  • Service oriented.
  • Experience with ESA corporate tools will be considered an advantage.
  • Familiarity with the use of standard office automation software (Word, Excel, PowerPoint, Visio, SharePoint, etc.) and electronic mail.
  • Ability to establish and maintain positive and smooth interfaces with the relevant actors within the Directorate and with other ESA Programme Directorates.
  • Cooperative spirit and flexibility in taking over tasks from other colleagues within the Department and / or administrative assistants’ teams.
  • Good sense of contact and communication.
  • Ability to readily assimilate and coordinate input and provide timely output to the hierarchy and department assistant.
  • Reliability, rigour and initiative in the execution of the assigned work and capacity to identify priority actions and handle high workload.
  • Working knowledge of French would be an asset.
  • Excellent knowledge of English, additional knowledge of another ESA member state language is desirable.
  • Candidates must be eligible to work in the EU.

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