Administrative Coordinator

12 uur geleden

Den Haag, Zuid-Holland, Nederland CS GROUP Voltijd
Job Title: Administrative Coordinator

We are seeking a highly skilled Administrative Coordinator to join our team at CS GROUP. As an Administrative Coordinator, you will be responsible for providing administrative support to our department heads, ensuring the smooth operation of our office.

Responsibilities:
  • Organize agendas and meetings for department heads, coordinating with relevant parties as needed;
  • Take minutes of meetings when requested by department heads;
  • Follow up on meeting actions and ensure their completion;
  • Solve unforeseen events and situations that arise, such as rescheduling appointments or managing meeting conflicts;
  • Monitor and respond to emails in the inbox of department heads, following their instructions;
  • Register incoming letters and respond on behalf of department heads, as instructed;
  • Prioritize emails and respond accordingly;
  • Act as first-line support for phone calls and filter requests to department heads, in close coordination with them;
  • Serve as the point of contact for general communications with management;
  • Review department mission orders and mission claims, interfacing with the travel office for associated bookings;
  • Prepare mission requests, process mission claims, and interface with the travel office for external travellers;
  • Prepare visa applications and provide travellers with necessary information materials;
  • Support the Department Head in managing TimeSheets;
  • Organize the Leave calendar for the Department;
  • Collect inputs for yearly conference plans and follow up on approval from Director;
  • Order missing supplies through ESA provided tools and maintain office stationery;
  • Process site access procedures for take-up of duty and departure of staff or contractor personnel needing on-site access.
Requirements:
  • High school education is required;
  • 2 years of experience in secretarial and administrative roles;
  • Mastery of electronic office tools, particularly Microsoft Office and Adobe Acrobat, electronic mailing, videoconferencing tools, and collaborative working tools (such as SharePoint, Slack, ...), preferably in ESA corporate IT-supported tools;
  • Experience in finance and financial tools (preferably SAP) and ideally in documentation management systems (e.g., Eclipse/DCCM);
  • Fluency in English for location ESTEC, and French and English for location CST;
  • Treatment of information related to the service with confidentiality, discretion, and integrity;
  • High-level communication and organizational skills, attention to detail, flexibility, and ability to identify priorities;
  • Able to execute routine tasks autonomously;
  • Service-oriented attitude, team spirit, and ability to work cooperatively with other services and people in an international environment;
  • Time-management skills;
  • Ability to pay attention to details;
  • Organization skills;
  • Multitasking skills;
  • Mastery of communication tools Microsoft Outlook, Teams, WebEx.
Interpersonal Skills:
  • Accuracy skills;
  • Problem-solving skills.
About Us:

CS GROUP is a dynamic organization that values its employees and strives to provide a positive work environment. We offer competitive salaries and benefits packages to attract and retain top talent.

Estimated salary: $55,000 - $65,000 per annum.

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