Administrative Assistant/Secretary [25019] - Part-Time

Key Tasks and Responsibilities                 

• Organize the agendas and meetings in presence or online via Teams or WebEx tools for the relevant heads in close coordination with the latter;
• Take the Minutes of Meetings when requested by the latter
• Followup of meetings actions; 
• Solve unforeseen events and situations that arise (for example appointments or meetings to be moved interfacing with customers and managing meeting conflicts)
• Monitor and when appropriate reply to emails in the inbox of the heads as instructed by the latter;
• Register the incoming letters and when appropriate reply on behalf of the heads as instructed by the latter
• Prioritize emails and respond when necessary
• Act as firstline support of phone calls and filter requests to the heads in close coordination with the relevant head
• Act as the point of contact for general communications with the manager;
• The Contractor shall review department mission orders and mission claims and interface with the travel office for associated bookings
• External Travellers mission task concerns special requests for certain external travelers receiving travel support for certain conferences or travel for NAV Committees
• The contractor shall prepare mission requests process mission claims and interface with the travel office for associated bookings for external travelers
• The contractor shall prepare visa applications and provide the travelers with information material such as specific rules for nonEUmember countries;
• Support the Department Head in managing the Timesheets;
• Organize the Leave calendar for the Department; ;
• The contractor shall collect inputs for the yearly conference plan and follow up the approval from the Director;
• Order the missing supplies in ESA provided tool and maintain office stationery;
• Processing of site access procedure for takeup of duty and departure of staff or contractor personnel in need of onsite access.
• Office distribution requests often accompany onsite arrivals and departures. Special meeting room requests are typically for certain select rooms and withheld for special events.

The contractor shall

• Prepare and oversee the procedure related to staff or onsite contractor personnel arrival and departure in close coordination with relevant management human resources and facility management.
• Prepare and oversee the procedure related to office distribution especially at arrival of staff or onsite contractor personnel or other office distribution request in close coordination with the relevant management and facility management;
• Manage room booking when high priority room booking requests are made e.g. Committee meetings or department or division allhands meetings;
• The contractor shall ensure the shipments and incoming mail and packages through ESTEC or CST Mail Services
• Liaise with external entities and request minimum 2 offers from suppliers in response to the request submit the offer options to the managers for approval;
• In the case of an event support the initiating entity in the organization;
• In the case of onsite events interface with ESA Facility Management and ESA Conference Bureau;
• In the case of offsite events interface with the appropriate external entities;
• In the case of ESA supporting an external conference assume the responsibilities of administrative assistant;
• Support to webpages creation for events;
• When requested participate in the events may require traveling;
• Complete a variety of special projects including creating PowerPoint presentations special reports and agenda material.

Qualifications :

You will have the following qualifications and relevant experience:

• School education is required;
• 2 years experience in secretarial and administrative;
• The Contractor shall be mastering in use of electronic office tools in particular Microsoft Office and Adobe Acrobat electronic mailing videoconferencing tools and collaborative working tools (such as SharePoint slack ) preferably in the tools supported by ESA corporate IT;
• Experience in finance and financial tools (preferably SAP) and ideally in documentation management systems (e.g. Eclipse/DCCM);
• Communicate fluently all necessary information related to the service in English for location ESTEC; and French and English for location CST.
• Treat information related to the service with confidentiality discretion and integrity;
• High level of communication and organizational skills with attention to detail flexibility and ability to identify priorities;
• Routine tasks shall be executed autonomously;
• Serviceoriented attitude team spirit and ability to work cooperatively with other services and people in an international environment;
• Timemanagement skills
• Ability to pay attention to details; Organization skills; Multitasking skills; 
• Mastering of communication tools Microsoft Outlook teams WebEx. ;
• Fluency in English is mandatory; knowledge of another European language is an advantage.

Additional Information :

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