Administrative Coordinator

6 dagen geleden

NoordwijkBinnen, Zuid-Holland, Nederland HE Space Voltijd
Job Summary

HE Space is seeking a highly organized and detail-oriented Administrative Coordinator to join our team. As an Administrative Coordinator, you will provide critical support to our Budget and Control division, ensuring seamless day-to-day operations.

Key Responsibilities
  • Provide exceptional administrative support to Unit personnel, including business travel arrangements, leave management, and coordination of training.
  • Analyze and manage incoming correspondence and documentation, ensuring timely distribution of outgoing correspondence and documentation.
  • Offer various logistical support to the Unit, including arrivals and departures of personnel, ordering office supplies, and maintaining stationery.
  • Book rooms and resources for meetings and events, ensuring seamless coordination.
  • Manage documentation, distribution, and registration of mail and documents, maintaining accurate records.
  • Organize agendas and meetings, taking minutes and following up on actions.
  • Maintain document libraries, including change logs, distribution lists, and issue information notes.
  • Participate in event organization, including workshops and conferences, as required.
  • Contribute to the preparation and publication of internal and external documents, including editing and proofreading.
  • Collect, extract, and analyze data from various corporate applications and internal sources, ensuring data consistency and coherence.
  • Maintain the risk register and administer the SharePoint site.
  • Establish a configuration management system for documents produced by the Division.
  • Prepare presentations in PowerPoint based on expert inputs.
  • Handle confidential and sensitive information with discretion.
  • Proofread and format documents for the Executive Board and ESA governance bodies.
  • Maintain and update the mission schedule for ESA Council.
  • Support the PPS Project Manager in change management and logistical tasks.
Requirements
  • Proficient in the English language, both written and spoken; knowledge of another official ESA language is an asset.
  • Fluent knowledge of the local national language is required for site-specific functions.
  • Highly proficient with modern electronics office automation tools, particularly Microsoft Office suite and electronic mailing.

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