Administrative Coordinator

4 weeks ago

Harwell, Oxfordshire, United Kingdom HE Space Full time
Job Title: Secretary / Administrative Assistant

As a key member of the HE Space team, you will play a vital role in supporting the Line Managers and teams in the preparation and follow-up of administrative, organisational, and contractual matters.

Key Responsibilities:
  • Support the Line Managers and teams in the preparation and follow-up of administrative, organisational, and contractual matters;
  • Plan and coordinate commitments and meetings, organise calendars, and keep Line Managers informed on all issues of concern;
  • Supervise the preparation of files for meetings and special subjects;
  • Answer incoming calls and perform a pre-screening of these calls for direct connection with the Line Managers or for reply at a later time;
  • Keep organised records of calls and check closure and follow-up;
  • Analyse incoming mail and present data in an organised and prioritised manner;
  • Ensure that important and urgent mail reaches staff to ensure timely responses;
  • Ensure the diffusion of information for the Teams;
  • Prepare staff missions and travel arrangements;
  • Coordinate actions with other secretaries of the Department/Division;
  • Administrative support coverage for other units when colleagues are on leave;
  • Compose routine correspondence and keep a filing system for incoming/outgoing mail;
  • Generate documents and textual and graphics presentations;
  • Check for correct authorisation, substantiating documentation, and adherence to Agency rules and practice;
  • Administer and maintain office documentation systems;
  • Set up folder structures, registration, filing, and distribution of correspondence and other documentation processed;
  • Follow up of teams' actions;
  • On personal initiative or on instructions, collect information and documents necessary for the teams to take actions on given issues;
  • Interface and provide support to teams on administrative matters related to the use of relevant systems;
  • Coordinate with Facility Management for local, on-site support;
  • Participate in Events organisation.
Requirements:
  • 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 (MAS, ESA-P) is welcomed;
  • Knowledge of working methods in the space/telecommunications sector is considered an asset;
  • High level of confidentiality required;
  • Fluency in English is mandatory; knowledge of another European language is an advantage.

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