Administrative Assistant

2 maanden geleden

Noordwijk, Nederland HE Space Voltijd
Job Description

As part of the Thermal Division, you will have the following responsibilities:

Administrative support for organisation of technical events (workshops / conferences) and support for the Division documentation management; 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, the following tasks may be included:

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 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

You will have the following qualifications and relevant experience:

Minimum Secondary Education; High degree of flexibility and self-motivation to work in a fast-paced environment with good organization, strategic planning, discipline and independence; Management skill to manage and mitigate short-term logistical problems; Responsible, discrete, dependable, reliable; Highly proficient in Office365 (incl. Word, Excel, SharePoint, Outlook) and other personal computer software (a good knowledge of InDesign & Photoshop, or equivalent software is an advantage); Experience of SharePoint systems; Good intrapersonal and communication skills; Ability to work quickly and cope with deadlines, short-term reorganization, pressure and work in a diverse team; Ability to establish and maintain effective relationships within ESA across establishments, and with external organizations; Fluency in English is mandatory; knowledge of another European language is an advantage

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