Administrative Coordinator

2 days 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;
  • It is essential to note that this position requires a high level of confidentiality;
  • Fluency in English is mandatory; knowledge of another European language is an advantage.

  • Administrative Coordinator

    7 days ago

    Harwell, Oxfordshire, United Kingdom HE Space Full time

    Job SummaryWe 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 ResponsibilitiesProvide administrative support to Line Managers and teams,...

  • Administrative Coordinator

    7 days ago

    Harwell, Oxfordshire, United Kingdom HE Space Full time

    Job SummaryWe 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 ResponsibilitiesProvide administrative support to Line Managers and teams,...

  • Administrative Coordinator

    3 weeks ago

    Harwell, Oxfordshire, United Kingdom HE Space Full time

    Job DescriptionAs 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...

  • Administrative Coordinator

    3 weeks ago

    Harwell, Oxfordshire, United Kingdom HE Space Full time

    Job DescriptionAs 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...

  • Administrative Coordinator

    3 weeks ago

    Harwell, Oxfordshire, United Kingdom HE Space Full time

    Job DescriptionKey Responsibilities:Provide administrative support to 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...

  • Administrative Coordinator

    3 weeks ago

    Harwell, Oxfordshire, United Kingdom HE Space Full time

    Job DescriptionKey Responsibilities:Provide administrative support to 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...

  • Administrative Coordinator

    1 week ago

    Harwell, Oxfordshire, United Kingdom HE Space Full time

    {"Job SummaryWe 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 ResponsibilitiesSupport the preparation and follow-up of administrative,...

  • Administrative Coordinator

    1 week ago

    Harwell, Oxfordshire, United Kingdom HE Space Full time

    {"Job SummaryWe 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 ResponsibilitiesSupport the preparation and follow-up of administrative,...

  • Administrative Coordinator

    4 days ago

    Harwell, Oxfordshire, United Kingdom HE Space Full time

    Job Title: Secretary / Administrative AssistantAs 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,...

  • Administrative Coordinator

    4 days ago

    Harwell, Oxfordshire, United Kingdom HE Space Full time

    Job Title: Secretary / Administrative AssistantAs 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,...

  • Administrative Coordinator

    2 weeks ago

    Harwell, Oxfordshire, United Kingdom HE Space Full time

    {"Job OverviewAs 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...

  • Administrative Coordinator

    2 weeks ago

    Harwell, Oxfordshire, United Kingdom HE Space Full time

    {"Job OverviewAs 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...

  • Administrative Coordinator for Operations Team

    1 month ago

    Harwell, Oxfordshire, United Kingdom Rosalind Franklin Institute Full time

    The Position We are seeking a dedicated administrator to join a dynamic team within the operations department. This role involves supporting daily administrative tasks and coordinating activities across various departments, including diary management and meeting facilitation for the Chief Operating Officer and senior operational leadership team. ...

  • Accounts Administration Coordinator

    1 month ago

    Harwell, Oxfordshire, United Kingdom SMS Environmental Full time

    Position: Accounts Administration CoordinatorSalary Range: £24,000 - £28,000 per annum, based on experienceWorking Hours: 37.5 hours per week (Typical hours are 8:00am - 4:00pm or 8:30am - 4:30pm)SMS Environmental is a prominent independent specialist in Water & Air Hygiene, boasting over 22 years of expertise in advancing the Water Treatment sector. Our...

  • Interim Project Coordinator

    1 month ago

    Harwell, Oxfordshire, United Kingdom allen-associates Full time

    Are you skilled in providing administrative support for projects? If so, we have an exciting opportunity for you to join our esteemed client as the Interim Project Coordinator. This temporary role will commence immediately after a successful interview process. Key Responsibilities of the Interim Project Coordinator Assisting in the planning,...

  • Interim Project Coordinator

    1 month ago

    Harwell, Oxfordshire, United Kingdom allen-associates Full time

    Are you skilled in providing administrative support for projects? We are excited to announce a remarkable opportunity to join our esteemed client as an Interim Project Coordinator. This temporary role will commence promptly after a successful interview process. Key Responsibilities of the Interim Project Coordinator Assisting in the planning,...

  • Administrative Support Specialist

    2 weeks ago

    Harwell, Oxfordshire, United Kingdom Rosalind Franklin Institute Full time

    About the RoleWe are seeking an experienced administrative professional to join our Operations Team as an Administrative Support Specialist. This is an exciting opportunity to work in a dynamic and innovative environment, supporting the day-to-day activities of our team.Key ResponsibilitiesProvide administrative support to the Operations Team, including...

  • Administrative Support Specialist

    2 weeks ago

    Harwell, Oxfordshire, United Kingdom Rosalind Franklin Institute Full time

    About the RoleWe are seeking an experienced administrative professional to join our Operations Team as an Administrative Support Specialist. This is an exciting opportunity to work in a dynamic and innovative environment, supporting the day-to-day activities of our team.Key ResponsibilitiesProvide administrative support to the Operations Team, including...

  • Interim Project Coordinator

    1 month ago

    Harwell, Oxfordshire, United Kingdom allen-associates Full time

    Are you skilled in providing administrative support for projects? We are excited to announce a remarkable opportunity to join our esteemed client as an Interim Project Coordinator. This temporary role is set to commence immediately, following a successful interview process. Key Responsibilities of the Interim Project Coordinator Assisting in the...

  • Executive Administrative Assistant

    4 weeks ago

    Harwell, Oxfordshire, United Kingdom HE Space Full time

    Job Title: Executive Administrative Assistant at HE SpaceAs a key member of the HE Space team, your role will encompass the following key responsibilities:Providing administrative support to Line Managers and teams with tasks such as data analysis, organizational planning, and contract managementCoordinating meetings, managing calendars, and keeping Line...