Secretary / Administrative Assistant

6 months ago


Harwell, United Kingdom HE Space Operations Full time

**Key Tasks and Responsibilities**:
As part of ESA, you will have the following responsibilities:

- Supporting the Line Managers and teams in the preparation and follow up of administrative, organisational and contractual matters;
- Planning/coordinating the commitments and meetings, organising calendar and keeping the Line Managers informed on all issues of concern;
- Answering incoming calls and performing a pre-screening of these calls for direct connection with the Line Managers or for reply at a later time;
- Keeping organised records of these calls and checking closure and follow up;
- Analysing incoming mail
- Ensuring that important and urgent mail reaches staff to insure timely responses;
- Ensuring the diffusion of information for the Teams;
- Preparation of staff missions and travel arrangements;
- Coordinating actions with other secretaries of the Department/ Division; Administrative support Coverage for other units when colleagues are on leave;
- Composing routine correspondence and keeping a filing system for incoming/outgoing mail;
- Generating documents and textual and graphics presentations;
- For the execution of the tasks the contractor will be expected to use related ESA Corporate software tools and documentation systems;
- Administering and maintaining the office documentation systems;
- Setting up the folder structure, registration, filing and distribution of correspondence and other documentation processed;
- Follow up of teams’ actions;
- On personal initiative or on instructions, collecting information and documents necessary for the teams to take actions on given issues;
- Interfacing and providing support to teams on administrative matters related to use of the relevant systems;
- Coordination with Facility Management for local, on-site support (e.g. staff and contractors TUD/leaving/relocating);
- Participating to Events organisation.

**Skills & Experience**:
You will have the following qualifications and relevant experience:

- Administrative assistant experience at executive level and in an international context;
- Strong knowledge of Microsoft365 and Teams;
- A good knowledge of the various ESA tools (i.a. MAS, ESA-P) is welcomed;
- Knowledge of working methods in the space/telecommunications sector is considered an asset;
- It is important to note that this position requires a high level of confidentiality;
- Fluency in English is mandatory; knowledge of another European language is an advantage.

This job is located in **Harwell, UK**.
- An exciting and dynamic international working environment awaits you_



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