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Administrative Support Specialist

4 weken geleden

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Job Title: Administrative Support Specialist

Job Summary:

We are seeking an experienced Administrative Support Specialist to join our team at HE Space. The successful candidate will provide high-quality administrative support to our organisational entities and projects, ensuring seamless day-to-day operations.

Key Responsibilities:

  • Provide secretarial and administrative support to our organisational entities and projects.
  • Manage business travel arrangements, leave management, and coordination of training.
  • Deal with incoming telephone calls and information requests.
  • Analyse incoming correspondence and documentation, and manage distribution of outgoing correspondence and documentation.
  • Provide various logistic support to our projects.
  • Manage arrivals and departures of personnel, including office, phone, computer, security, and access to databases and information systems.
  • Order office supplies and maintain stationery.
  • Book rooms and resources for meetings and events.
  • Administer and handle shipment of goods and express mail.
  • Manage documentation, distribution, and registration of mail and documents.
  • Organise agendas and meetings.
  • Maintain documents libraries, including change logs, distribution lists, and issue information notes.
  • Maintain and follow up on action lists, and take minutes of coordination meetings.
  • Participate in the organisation of events, such as workshops and conferences.

Requirements:

  • Fluency in English is mandatory; knowledge of another European language is an advantage.
  • 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.