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NoordwijkBinnen, Zuid-Holland, Nederland HE Space Voltijd
Job Title: Secretary/Administrative Assistant

Job Summary

We are seeking a highly skilled and organized Secretary/Administrative Assistant to join our team at HE Space. The successful candidate will provide administrative support to our organisational entities and projects, ensuring the smooth operation of our daily activities.

Key Responsibilities

  • Provide day-to-day support to our team members, including business travel arrangements, leave management, and coordination of training.
  • Handle incoming telephone calls and information requests, and analyse incoming correspondence and documentation.
  • Manage the distribution of outgoing correspondence and documentation, and provide various logistic support to our team.
  • Coordinate arrivals and departures of team members, including office, phone, computer, security, and access to databases and information systems.
  • Order office supplies and maintain stationery, and book rooms and resources for meetings and events.
  • Administer and handle shipment of goods and express mail, and maintain documents libraries for our team.
  • Organize agendas and meetings, and maintain action lists and taken minutes of coordination meetings.
  • Participate in the organisation of events, such as workshops and conferences, as required.

Additional Responsibilities

  • Support the Project Review Process, and assist with visitor service, including access control and preparing visa applications.
  • Update and distribute the site telephone list, and participate in the preparation and publication of internal and external documents.
  • Collect and extract data from various Corporate applications and internal sources, and perform data consistency checking and coherence analysis.

Requirements

  • Fluency in English is mandatory, and knowledge of another European language is an advantage.
  • For site-specific functions, fluent knowledge of the local national language is also required.
  • Highly proficient with modern electronics office automation tools, particularly Microsoft Office suite and electronic mailing.
  • Familiarity with ESA working environment in a similar position is a distinct advantage.