Administrative Assistant




Amy
EclipseChatBot
Amy

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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