Administrative Coordinator

3 weken geleden

NoordwijkBinnen, Zuid-Holland, Nederland HE Space Voltijd

As a key member of the HE Space team, you will play a vital role in supporting the Thermal Division. Your responsibilities will include:

Key Responsibilities
  • Providing administrative support for the organization of technical events, including workshops and conferences.
  • Assisting with the management of Division documentation and ensuring timely distribution of outgoing correspondence and documentation.
  • Coordinating business travel arrangements, leave management, and training for Unit personnel.
  • Handling incoming telephone calls and information requests, and analyzing correspondence and documentation for distribution.
  • Providing logistic support to the Unit, including arrivals and departures of personnel, ordering office supplies, and maintaining stationery.
  • Booking rooms and resources for meetings and events, and administering shipment of goods and express mail.
  • Maintaining documents libraries, including change logs, distribution lists, and issue information notes.
  • Participating in the organization of events, including workshops and conferences, as required.

In addition to the above, you may be involved in:

  • Supporting the Project Review Process.
  • Assisting with visitor service, including access control, visa applications, and distribution of information material.
  • Managing ESA site administration, including updating the site schedule and telephone list.
  • Preparing and publishing internal and external documents, including editing and proofreading.
  • Collecting and extracting data from various Corporate applications and internal sources, and checking data consistency and coherence.

Requirements

You will need:

  • A minimum of Secondary Education.
  • A high degree of flexibility and self-motivation to work in a fast-paced environment.
  • Strong management skills to manage and mitigate short-term logistical problems.
  • Responsibility, discretion, dependability, and reliability.
  • High proficiency in Office365 and other personal computer software.
  • Experience with SharePoint systems.
  • Good intrapersonal and communication skills.
  • Ability to work quickly and cope with deadlines, short-term reorganization, and pressure.
  • Ability to establish and maintain effective relationships within ESA and with external organizations.
  • Fluency in English is mandatory; knowledge of another European language is an advantage.

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