Administrative Assistant

1 maand geleden

Noordwijk, Nederland HE Space Voltijd
Job Description Organise the agendas and meetings – in presence or online via Teams or WebEx tools - for the relevant heads, in close coordination with the latter; Take the Minutes of Meetings when requested by the latter; Follow-up of meetings actions; Solve unforeseen events and situations that arise (for example, appointments or meetings to be moved, interfacing with customers, and managing meeting conflicts); Monitor, and when appropriate reply, to emails in the inbox of the heads, as instructed by the latter; Register the incoming letters, and when appropriate reply, on behalf of the heads, as instructed by the latter; Prioritize emails and respond when necessary; Act as first line support of phone calls and filter requests to the heads, in close coordination with the relevant head; Act as the point of contact for general communications with the manage; The Contractor shall review department mission orders and mission claims, and interface with the travel office for associated bookings; External Travellers mission task concerns special requests for certain external travellers, receiving travel support for certain conferences, or travel for NAV Committees; The contractor shall prepare mission requests, process mission claims, and interface with the travel office for associated bookings for external travellers; The contractor shall prepare visa applications, and provide the travellers with information material, such as specific rules for non EU-member countries; Support the Department Head in managing the TimeSheets; Organise the Leave calendar for the Department; The contractor shall collect inputs for yearly conference plan and follow up the approval from Director; Order the missing supplies in ESA provided tool, and maintain office stationery; Processing of site access procedure for take-up of duty and departure of staff or contractor personnel in need of on-site access. Office distribution requests often accompany on-site arrivals and departures. Special meeting room requests are typically for certain select rooms and withheld for special events.

The contractor shall:

Prepare and oversee the procedure related to staff or onsite contractor personnel arrival and departure, in close coordination with relevant management, human resources and facility management; Prepare and oversee the procedure related to office distribution, especially at arrival of staff or onsite contractor personnel, or other office distribution request, in close coordination with the relevant management and facility management; Manage room booking when high priority room booking requests are made, Committee meetings, or department or division all-hands meetings; The contractor shall ensure the shipments and incoming mail and packages through ESTEC or CST Mail Services; Liaise with external entities and request minimum 2 offers from suppliers in response to the request submit the offer options to the managers for approval; In the case of an event, support the initiating entity in the organization; In the case of on-site events, interface with ESA Facility Management, and ESA Conference Bureau; In the case of off-site events, interface with the appropriate external entities; In the case of ESA supporting an external conference, assume the responsibilities of administrative assistant; Support to webpages creation for events; When requested, participate to the events – may require travelling; Complete a variety of special projects including creating PowerPoint presentations, special reports, and agenda material.

Qualifications

School education is required; 2 years experience in secretarial and administrative; The Contractor shall be mastering in using electronic office tools, in particular Microsoft Office and Adobe Acrobat, electronic mailing, videoconferencing tools, and collaborative working tools (such as sharepoint, slack, …), preferably in the tools supported by ESA corporate IT; Experience in finance and financial tools (preferably SAP) and ideally in documentation management systems ( Eclipse/DCCM); Communicate fluently all necessary information related to the service in English for location ESTEC; and French and English for location CST. Treat information related to the service with confidentiality, discretion and integrity; High-level of communication and organizational skills, with attention to detail, flexibility and ability to identify priorities; Routine tasks shall be executed autonomously; Service-oriented attitude, team spirit and ability to work co-operatively with other services and people in an international environment; Time-management skills; Ability to pay attention to details; Organization skills; Multitasking skills; Mastering of communication tools Microsoft Outlook, teams, WebEx.

Interpersonal skills:

Accuracy skills; Problem-solving skills.

  • Eop Administrative Assistant

    3 maanden geleden

    Noordwijk, Nederland Serco Europe Voltijd

    Job Introduction We are seeking an **Administrative Assistant **to work on our Customers Site (ESA-ESTEC) in the Netherlands. You will support the Business Unit Controlling Office and the Project Management Support Offices in the Directorate of Earth Observation Programmes (D/EOP). The overall goal of the service is to perform an overall support service to...

  • Secretary/Administrative Assistant

    3 weken geleden

    Noordwijk, Nederland Serco Voltijd

    Package Description What we offer if you join our amazing team: Flexible working policy (hybrid working) Comprehensive and competitive benefits plan A range of wellness activities and employee assistance programs Casual dress code Job Introduction Serco is a leading Space Services Provider with thousands of skilled resources that have...

  • Secretary/administrative Assistant

    3 maanden geleden

    Noordwijk, Nederland Serco Europe Voltijd

    Job Introduction Are you ready to be the right hand to space exploration? We're looking for a** Secretary/Administrative Assistant **to join our team at the** ESA-ESTEC** site in the **Netherlands**. This is your chance to be part of one of the world's most prestigious space agencies. If you're eager to dive into the exciting world of space and be a crucial...

  • Secretary/Administrative Assistant

    2 maanden geleden

    Noordwijk, Nederland Serco Voltijd

    Package Description What we offer if you join our amazing team: Flexible working policy (hybrid working) Comprehensive and competitive benefits plan A range of wellness activities and employee assistance programs Casual dress code Job Introduction Serco is a leading Space Services Provider with thousands of skilled resources that has...

  • Secretary/administrative Assistant

    3 maanden geleden

    Noordwijk, Nederland Serco Europe Voltijd

    Job Introduction Serco is a leading Space Services Provider with thousands of skilled resources that has supported over 50 space missions on behalf of more than 10 Space or Government agencies around the globe, including the ESA and NASA. Serco has more than 40 years of experience supporting the space sector and providing services for all stages of our...

  • Administrative Coordinator

    5 dagen geleden

    Noordwijk-Binnen, Zuid-Holland, Nederland HE Space Voltijd

    Job SummaryWe are seeking a highly organized and detail-oriented Administrative Assistant to join our team at HE Space. The successful candidate will provide administrative support to our department, ensuring the smooth operation of our daily activities.Key ResponsibilitiesAdministrative SupportProvide administrative assistance to the department head,...

  • Secretary/ Administrative Assistant

    2 maanden geleden

    Noordwijk, Nederland Octagon Professionals Voltijd

    We are looking for a Secretary/Administrative Assistant who will join the Octagon Professionals projects team at the European Space Agency in Noordwijk (ESTEC). If you are passionate about the Space industry and would like to join an international environment, read more and apply today!Please, be aware that the successful candidate will be employed by...

  • Secretary/ Administrative Assistant

    2 maanden geleden

    Noordwijk, Nederland Octagon Professionals Voltijd

    We are looking for a Secretary/Administrative Assistant who will join the Octagon Professionals projects team at the European Space Agency in Noordwijk (ESTEC). If you are passionate about the Space industry and would like to join an international environment, read more and apply today!Please, be aware that the successful candidate will be employed by...

  • Secretary/Administrative Assistant

    1 maand geleden

    Noordwijk-Binnen, Zuid-Holland, Nederland Telespazio Belgium Voltijd

    Telespazio Belgium can count on almost 40 years of experience in the field of Space Operations Service & Engineering activities.We provide a significant contribution to the most major Space programs of the European Space Agency. Our core business is to work on the ground to build bridges into space, contributing to the success of ambitious missions.The...

  • Secretary/Administrative Assistant

    3 weken geleden

    Noordwijk, Nederland Octagon Professionals Voltijd

    We are looking for a Secretary/Administrative Assistant who will join the Octagon Professionals projects team at the European Space Agency in Noordwijk (ESTEC). If you are passionate about the Space industry and would like to join an international environment, read more and apply today! Please, be aware that the successful candidate will be employed by...

  • Administrative Assistant

    6 dagen geleden

    Noordwijk-Binnen, Zuid-Holland, Nederland Serco Voltijd

    About the RoleWe are seeking a highly skilled and organized Administrative Assistant to join our team at the European Space Agency's European Space Research and Technology Centre (ESTEC) in the Netherlands. As a key member of our team, you will provide exceptional administrative and secretarial support, ensuring smooth operations and efficient coordination...

  • Administrative Assistant

    1 maand geleden

    Noordwijk, Nederland HE Space Voltijd

    Job DescriptionOrganise the agendas and meetings – in presence or online via Teams or WebEx tools - for the relevant heads, in close coordination with the latter;Take the Minutes of Meetings when requested by the latter;Follow-up of meetings actions;Solve unforeseen events and situations that arise (for example, appointments or meetings to be moved,...

  • Administrative Assistant

    3 maanden geleden

    Noordwijk, Nederland CS Group Voltijd

    Full-time - Department: Project Management **Company Description**: - HE Space is a successful international space company. For 40 years, we have been supporting our customers with qualified experts in the field of engineering, science and administration.As part of the Thermal Division, you will have the following responsibilities: - Administrative...

  • Secretary/Administrative Assistant

    3 weken geleden

    Noordwijk, Nederland Serco Voltijd € 35.000 - € 40.000

    Serco has made significant contributions at ESA's European Space Research and Technology Centre (ESTEC) in the Netherlands, supporting a wide range of space missions and projects. Serco has provided essential engineering, technical, and management services, playing a key role in logistics and operational support for missions. Serco's expertise in spacecraft...

  • Secretary/Administrative Assistant

    3 weken geleden

    Noordwijk, Nederland Serco Voltijd

    Serco has made significant contributions at ESA's European Space Research and Technology Centre (ESTEC) in the Netherlands, supporting a wide range of space missions and projects. Serco has provided essential engineering, technical, and management services, playing a key role in logistics and operational support for missions. Serco's expertise in spacecraft...

  • Secretary/Administrative Assistant

    3 weken geleden

    Noordwijk, Nederland Serco Voltijd

    Serco has made significant contributions at ESA's European Space Research and Technology Centre (ESTEC) in the Netherlands, supporting a wide range of space missions and projects. Serco has provided essential engineering, technical, and management services, playing a key role in logistics and operational support for missions. Serco's expertise in spacecraft...

  • Secretary/Administrative Assistant

    3 weken geleden

    Noordwijk, Nederland Serco Voltijd € 35.000 - € 40.000

    Serco has made significant contributions at ESA's European Space Research and Technology Centre (ESTEC) in the Netherlands, supporting a wide range of space missions and projects. Serco has provided essential engineering, technical, and management services, playing a key role in logistics and operational support for missions. Serco's expertise in spacecraft...

  • Secretary / Administrative Assistant

    3 maanden geleden

    Noordwijk, Nederland ATG Europe Voltijd

    Organization of room and resources for meetings and/or events falling under the responsibility of the Unit(s). This includes the organization of logistics for meetings with internal and external stakeholders (e.g. delegations, industry); - Dealing with incoming telephone calls and information requests; - Analysis of incoming correspondence and documentation...

  • Secretary/Administrative Assistant

    5 maanden geleden

    Noordwijk, Nederland HE Space Voltijd

    Job Description Key Tasks and Responsibilities The work package covers provision of secretarial and administrative support to ESA organisational entities (Divisions, Services, Offices) and Projects (called Unit herein). It includes the following tasks: Day-to-day support to Unit personnel regarding business travel arrangements, leave management,...

  • Secretary/Administrative Assistant

    2 maanden geleden

    Noordwijk, Nederland HE Space Voltijd

    Job DescriptionKey Tasks and Responsibilities              The work package covers provision of secretarial and administrative support to ESA organisational entities (Divisions, Services, Offices) and Projects (called Unit herein). It includes the following tasks:Day-to-day support to Unit personnel regarding business travel arrangements, leave...