Administrative Coordinator

2 months ago

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

We are seeking an experienced Administrative Assistant to join our team at HE Space. As a key member of our administrative team, you will provide high-level administrative support to our Line Managers and teams, ensuring the smooth operation of our daily activities.

Key Responsibilities
  • Provide administrative support to Line Managers and teams, including 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 pre-screening for direct connection with Line Managers or 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 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.
  • Provide administrative support coverage for other units when colleagues are on leave.
  • Compose routine correspondence and maintain 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 structure, registration, filing and distribution of correspondence and other documentation processed.
  • Follow up of teams' actions.
  • Collect information and documents necessary for teams to take actions on given issues.
  • Interface and provide support to teams on administrative matters related to 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.
  • Good knowledge of ESA tools (MAS, ESA-P) is welcomed.
  • Knowledge of working methods in the space/telecommunications sector is considered an asset.
  • High level of confidentiality is required.
  • Fluency in English is mandatory; knowledge of another European language is an advantage.

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