Administrative Assistant - 6 months contract 25066
Administrative Assistant - 6 months contract 25066
Posted on :
17-04-2025
Employer Active
1 Vacancy
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Job Description
As part of ESA CIC directorate you will have the following responsibilities:
- Supporting the Line Managers and teams in the preparation and follow up of administrative organisational and contractual matters;
- Planning/coordinating the commitments and meetings organising calendar and keeping the Line Managers informed on all issues of concern;
- supervising the preparation of files for such meetings and any special subjects;
- Answering incoming calls and performing a prescreening of these calls for direct connection with the Line Managers or for reply at a later time;
- Keeping organised records of these calls and checking closure and follow up;
- Analysing incoming mail paper and email and presenting these data in an organised and prioritised manner;
- Ensuring that important and urgent mail reaches staff to insure timely responses;
- Ensuring the diffusion of information for the Teams;
- Preparation of staff missions and travel arrangements;
- Coordinating actions with other secretaries of the Department/ Division; Administrative support Coverage for other units when colleagues are on leave;
- Composing routine correspondence and keeping a filing system for incoming/outgoing mail;
- Generating documents and textual and graphics presentations;
- Check for correct authorisation substantiating documentation and adherence to Agency rules and practice (ref. leave mission conference authorisation with regards to Staff Rules and Regulations as well as financial procedures);
- For the of the tasks the contractor will be expected to use related ESA Corporate software tools and documentation systems;
- Administering and maintaining the office documentation systems;
- Setting 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 collecting information and documents necessary for the teams to take actions on given issues;
- Interfacing and providing support to teams on administrative matters related to use of the relevant systems;
- Coordination with Facility Management for local onsite support (e.g. staff and contractors TUD/leaving/relocating);
- Participating to Events organisation.
Qualifications :
You will have the following qualifications and relevant experience:
- 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 (i.a. ESAP) is welcomed;
- Knowledge of working methods in the space/telecommunications sector is considered an asset;
- It is important to note that this position requires a high level of confidentiality;
- Fluency in English is mandatory; knowledge of another European language is an advantage.
Additional Information :
This job is located Harwell UK.
Inclusive and committed employer our company works every day to combat all forms of discrimination and promote a respectful working environment. Thats why committed to gender diversity and overall inclusivity we encourage all applications and profiles.
Remote Work :
No
Employment Type :
Fulltime
Employment Type
Full-time
Department / Functional Area
Key Skills
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