Secretary/ Administrative Assistant

5 maanden geleden

Den Haag, Nederland Octagon Professionals Voltijd

**Responsibilities**:
Tasks related to documentation management, distribution/registration of mail and documents, including maintenance of Harmonisation Document Management System, ESA blue-docs and Sharepoint.
- Organisation of room and resources for meetings and/or events falling under the responsibility of the Unit(s). This includes the organisation of logistics for meetings with internal and external stakeholders (e.g. delegations, industry).
- Dealing with incoming telephone calls and information requests.
- Analysing incoming correspondence and documentation and managing distribution of outgoing correspondence and documentation.
- Provision of various logistic support to the Unit.
- Day-to-day support to Unit personnel regarding business travel arrangements, leave management, coordination of training.
- Handling 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.
- Maintaining and following up actions lists for the Unit and taking minutes of coordination meetings for the Unit.
- Participation to the preparation and the publication of internal and external documents, including editing and proofreading.

**Requirements**:

- Minimum 2 years of previous administrative assistant experience at an executive level and in an international context;
- Proficient in the English language, both written and spoken; knowledge of another official ESA language is an asset.
- High proficiency with modern electronics office automation tools (in particular MS Excel and MS Outlook). A good knowledge of the various ESA tools (i.a. MAS, ESA-P) is welcomed;
- Familiarity with ESA working environment in a similar position is a distinct advantage.
- Knowledge of the Dutch language is an asset.

**We offer**:

- Attractive remuneration package.
- Up to 30 vacation days & additional 12 public holidays based on the 40h working week.
- Advice from our Learning & Development Specialist on most suitable training/courses.
- Extra budget and up to 5 extra days off for your professional development.
- Pension contribution to a tailor-made pension scheme.
- Yearly subscription to the ESTEC gym facilities and a swimming pool.
- Assistance with relocation in case you are moving to The Netherlands from abroad.

Octagon Professionals International is a full-service recruitment and HR services firm with 30 years of experience in the European and international market. Our large network of professionals across multiple functional areas, and multi-national team provide flexible solutions customised to individual client needs.

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