Administrative Assistant (ESA/ESTEC)

We are looking for a Secretary/Administrative Assistant who will join the Octagon Professionals projects team at the European Space Agency in Noordwijk (ESTEC). If you are passionate about the Space industry and would like to join an international environment, read more and apply today!

Please, be aware that the successful candidate will be employed by Octagon Professionals.

Responsibilities:

• Day-to-day support to Unit personnel regarding business travel arrangements, leave management, coordination of training.
• Dealing with incoming telephone calls and information requests.
• Analysing incoming correspondence and documentation and managing distribution of outgoing correspondence and documentation.
• Provision of various logistic support to the Unit.
• Arrivals (office, phone, computer, security, access to databases, information systems) and departures (deregistration, etc.) of Unit personnel.
• Ordering of office supplies and maintenance of stationary.
• Room and resources bookings for meetings and/or events falling under the responsibility of the Unit.
• Administration and handling of shipment of goods and express mail.
• Tasks related to documentation management, distribution/registration of mail and documents.
• Organization of agenda and of meetings.
• Maintaining documents libraries for the Unit, including maintenance of change log, distribution lists, issue information notes to concerned users.
• Maintaining and following up actions lists for the Unit and taken minutes of coordination meetings for the Unit.
• Participation to organisation of events (e.g. workshops, conferences) as required.

In addition to the above that correspond to standard activities in support to an organisational unit, the work package may also cover the following tasks:

• Support to the Project Review Process.
• Support to visitor service: including access control, preparing visa applications, distribution of information material.
• ESA site administration: including periodical update (e.g. daily) of site schedule, updating and distribution of the site telephone list.
• Participation to the preparation and the publication of internal and external documents, including editing and proofreading.
• Data collection, extraction from various Corporate applications (e.g. SAP, PRISMA) and from various internal sources and data consistency checking and coherence analysis.
• Ad hoc tasks for the Department and on Division level, as requested by hierarchy and fitting in the overall time allocation of the position
• Administrative support for organisation of technical events (workshops / conferences) and support for the Division documentation management

Requirements:

• Minimum 2 years of previous administrative assistant experience at an executive level and in an international context;
• Proficient in the English language, both written and spoken; knowledge of another official ESA language is an asset.
• High proficiency with modern electronics office automation tools (in particular MS Excel and MS Outlook). A good knowledge of the various ESA tools (i.a. MAS, ESA-P) is welcomed;
• Familiarity with ESA working environment in a similar position is a distinct advantage.
• Knowledge of working methods in the space/telecommunications sector is considered an asset;

We offer:

• Attractive remuneration package.
• Up to 30 vacation days & additional 12 public holidays based on the 40h working week.
• Advice from our Learning & Development Specialist on most suitable training/courses.
• Extra budget and up to 5 extra days off for your professional development.
• Pension contribution to a tailor-made pension scheme.
• Yearly subscription to the ESTEC gym facilities and a swimming pool.
• Assistance with relocation in case you are moving to The Netherlands from abroad.

Ready for this new challenge? Apply now and let’s get in touch!

Octagon Professionals International is a full-service recruitment and HR services firm with 30 years of experience in the European and international market. Our large network of professionals across multiple functional areas, and multi-national team provide flexible solutions customised to individual client needs.

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