Admin Assistant

Job Description 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; In addition to the above that correspond to standard activities in support to an organisational unit, the work package may also cover the following 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

Qualifications

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

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