Administrative Support Professional

2 weken geleden

NoordwijkBinnen, Zuid-Holland, Nederland HE Space Voltijd

Job Overview

We are seeking an experienced Administrative Support Professional to join our team at HE Space. This role will provide administrative support to our organisational entities and projects, covering a range of tasks including business travel arrangements, leave management, coordination of training, and provision of logistic support.

About the Role

This is a dynamic opportunity for an individual with excellent communication skills and the ability to work independently in a fast-paced environment. The successful candidate will be highly proficient in modern office automation tools, particularly Microsoft Office suite, and electronic mailing. Familiarity with ESA working environment in a similar position is a distinct advantage.

Duties and Responsibilities

  • Day-to-day support to unit personnel regarding business travel arrangements, leave management, coordination of training;
  • 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;
  • 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;
  • Room and resources bookings for meetings and/or events falling under the responsibility of the unit;
  • Administration and handling of shipment of goods and express mail;
  • Tasks related to documentation management, distribution/registration of mail and documents;
  • Organization of agenda and of meetings;
  • Maintaining documents libraries for the unit, including maintenance of change log, distribution lists, issue information notes to concerned users;
  • Maintaining and following up actions lists for the unit and taken minutes of coordination meetings for the unit;
  • Participation to organisation of events (workshops, conferences) as required.

Additional Tasks

  • Support to the Project Review Process;
  • Support to visitor service: including access control, preparing visa applications, distribution of information material.
  • ESA site administration: including periodical update (daily) of site schedule, updating and distribution of the site telephone list;
  • Participation to the preparation and the publication of internal and external documents, including editing and proofreading;
  • Data collection, extraction from various Corporate applications (SAP, PRISMA) and from various internal sources and data consistency checking and coherence analysis.

Requirements

  • Fuency in English is mandatory; 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 in particular Microsoft Office suite and electronic mailing;
  • Familiarity with ESA working environment in a similar position is a distinct advantage.

Estimated Salary: $45,000 - $60,000 per annum, depending on experience.

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