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Administrative Coordinator

1 maand geleden

NoordwijkBinnen, Zuid-Holland, Nederland Octagon Professionals Voltijd

We are seeking a highly organized and detail-oriented Administrative Coordinator to join our team at the European Space Agency in Noordwijk. The successful candidate will be responsible for providing administrative support to the Head of the Estates and Facilities Management Division.

Key Responsibilities:

  • Organizing the schedule of the Head of the Estates and Facilities Management Division, arranging appointments, meetings, visits, and missions.
  • Editing documents, memos, and presentations, and drafting memos, letters, intranet communications, and emails.
  • Taking minutes of meetings and tracking the progress of actions.
  • Collecting input from the 3 sections of the division and preparing reports.
  • Composing and typing correspondence, documents, and spreadsheets using office automation tools.
  • Arranging missions for staff in the Division.
  • Management of leave data (vacation, sick leave, etc.) for the divisional staff and entering details in the SAP system and recording of the leave of contractors staff.
  • Maintaining a filing system in support of the various activities of the Estates and Facilities Management Division.
  • Co-ordination and follow-up of deadlines in liaison with the Department's secretary.
  • Support the organisation of divisional meetings and events.
  • Management of stationary orders and related invoice control.

Requirements:

  • Completion of secondary education is required.
  • Minimum 2 years of previous administrative assistant experience.
  • Vocational education in the secretarial domain is preferred.
  • High proficiency in Microsoft Office software is essential.
  • Proficiency in ESA IT tools is considered an asset.
  • Must demonstrate strong organisational and communication skills.
  • Ability to establish and maintain effective and pleasant working relationships in an international environment.
  • Capable of working under pressure.
  • Must be proactive, assertive, and able to prioritize tasks.
  • Knowledge of French is considered an asset.
  • Knowledge of Dutch is not required but can be 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.