Secretary / Administrative Assistant

4 weken geleden

Noordwijk, Nederland HE Space Voltijd
Job Description

Key Tasks and Responsibilities

As part of the Budget and control division, you will have the following responsibilities:

Day-to-day support to Unit personnel regarding business travel arrangements, leave management and coordination of training; Analyzing 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; Tasks related to documentation management, distribution/registration of mail and documents; Organization of agenda and meetings; Maintaining document libraries for the Unit, including maintenance of change log, distribution lists, and issue information notes to concerned users; Maintaining and following up actions lists for the Unit and taking minutes of coordination meetings for the Unit; Participation in the organization of events ( workshops, conferences) as required; Participation to the preparation and publication of internal and external documents, including editing and proofreading; Data collection, extraction from various corporate applications ( SAP, PRISMA) and various internal sources, and data consistency checking and coherence analysis; Maintaining the risk register and administering the SharePoint site; Setting up a configuration management for the Documents produced by the Division; Preparing presentations in PowerPoint based on inputs provided by the experts; Handling confidential information and sensitive information; Proofreading, and formatting of documents for the Executive Board and ESA governance bodies; Maintaining and updating the mission schedule for ESA Council; supporting the PPS Project Manager in change management and logistical tasks.

Qualifications

Skills & Experience

You will have the following qualifications and relevant experience:

Proficient in the English language, both written and spoken; knowledge of another official ESA language is an asset; For site specific functions fluent knowledge of the local national language is also required; Highly proficient with modern electronics office automation tools in particular Microsoft Office suite and electronic mailing.

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