Administrative Coordinator

2 months ago

Harwell, Oxfordshire, United Kingdom HE Space Full time
Job Description

As a key member of the HE Space team, you will be responsible for providing administrative support to our Line Managers and teams. Your duties will include:

  • Administrative Support: Providing administrative assistance to the Line Managers and teams, including preparation and follow-up of administrative, organisational, and contractual matters.
  • Calendar Management: Planning and coordinating commitments and meetings, and keeping the Line Managers informed on all issues of concern.
  • File Management: Supervising the preparation of files for meetings and special subjects.
  • Communication: 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.
  • Record Keeping: Keeping organised records of calls and checking closure and follow-up.
  • Mail Management: Analysing incoming mail and presenting these data in an organised and prioritised manner.
  • Information Dissemination: Ensuring that important and urgent mail reaches staff to ensure timely responses.
  • Team Support: Ensuring the diffusion of information for the Teams.
  • Travel Arrangements: Preparation of staff missions and travel arrangements.
  • Inter-Departmental Coordination: Coordinating actions with other secretaries of the Department/Division.
  • Administrative Coverage: Administrative support coverage for other units when colleagues are on leave.
  • Correspondence: Composing routine correspondence and keeping a filing system for incoming/outgoing mail.
  • Document Generation: Generating documents and textual and graphics presentations.
  • Authorisation and Compliance: Checking for correct authorisation, substantiating documentation, and adherence to Agency rules and practice.
  • Software Tools: For the execution of the tasks, the contractor will be expected to use related ESA Corporate software tools and documentation systems.
  • Documentation Systems: Administering and maintaining the office documentation systems.
  • Folder Structure: Setting up the folder structure, registration, filing, and distribution of correspondence and other documentation processed.
  • Team Support: Follow-up of teams' actions.
  • Information Collection: On personal initiative or on instructions, collecting information and documents necessary for the teams to take actions on given issues.
  • System Support: Interfacing and providing support to teams on administrative matters related to the use of the relevant systems.
  • Facility Management: Coordination with Facility Management for local, on-site support.
  • Event Organisation: Participating in the organisation of events.

Qualifications and Experience

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

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