Engineering IT Management & Business Others Marketing and PR Other Science and Tech
1 - 2 Years
HE Space Operations
Secretary / Administrative Assistant
Key Tasks and Responsibilities
As part of the Earth and Mission Science Division, you will have the following responsibilities:
Division Secretarial duties in a team of two, including e.g. letter preparation, handling email/mail/calls/messages, appointments and mission administration, and to substitution/delegation of tasks during absence of Second Secretary/Admin Assistant;
Typing of correspondence, meeting minutes, reports, etc.;
Sorting incoming mail/faxes, handling telephone calls/messages, and setting up appointments and video conferencing;
Maintenance of EOP-SM Division Document Databases: Final Study Contract Report Database & QMS Document Libraries, Document Registration System;
Maintenance of Mission Advisory Group Sharepoint database records according to ISO9001 QMS standards;
Staff Mission administration and monitoring of finances/travel budget spend profile;
Arranging meetings of the Advisory Committee for Earth Observation, and Advisory Groups comprised of external experts. This includes:
Meetings and Workshops logistics support, use of Calendar (Outlook) for meeting scheduling, and Central Booking System for reserving rooms;
Preparation and distribution of meeting invitations and use of ESTEC Visitors’ System for registering external meeting participants;
Preparation of mission claim packages for external Experts;
Requesting taxis and booking transportation via Reception;
Maintaining and updating Advisory Groups list and Meeting Calendar;
Preparation of reports and publications – including layout in Desktop Publishing programs & image manipulation when necessary;
Updating of information & databases in Sharepoint teamsite (e.g. absence charts, document databases, conference & contracts lists, etc.);
Maintenance of Document Registration/filing System on SharePoint according to EOP-QMS standards, including contractual information, letters, reports and confidential correspondence;
Tracking of Staff Action items and reminders;
Keeping stores inventory for Division (preparing stock re-orders).
Skills & Experience
You will have the following qualifications and relevant experience:
Secondary education and professional training in administrative support equivalent qualification;
Ability to work quickly and cope with deadlines, pressure and work in a diverse team comprising 3 Sections;
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);
High degree of flexibility and self-motivation to work in a fast-paced environment with good organisation, strategic planning, discipline and independence;
Ability to establish and maintain effective relationships within ESA across establishments, and with external organisations;
Good intrapersonal and communication skills;
Fluency in English is mandatory; knowledge of another European language is an advantage.
This job is located in Noordwijk. We welcome applicants who are available from May 2021 (or as soon as possible thereafter).
If you think you have what it takes for this job, please send your CV together with a letter of motivation (both in English and in Word) to Ms Sabrina Kracke, by clicking on the button “Apply for this job” quoting job NL-HP-4495 before 13-Apr-21.
An exciting and dynamic international working environment awaits you!