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Administrative Coordinator

2 months ago

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

We are seeking a highly skilled and experienced Administrative Assistant to join our team at HE Space. The successful candidate will be responsible for providing administrative support to our Line Managers and teams, ensuring the smooth operation of our office.

Key Responsibilities
  • Support 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 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 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.
  • Use related ESA Corporate software tools and documentation systems.
  • Administer and maintain the office documentation systems.
  • Set 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, 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.
    • Fluency in English is mandatory; knowledge of another European language is an advantage.
"}