Job Description
As part of ESA ECSAT, you will have the following responsibilities:
1. Supporting the Line Managers and teams in the preparation and follow up of administrative, organisational and contractual matters;
2. Planning/coordinating the commitments and meetings, organising calendar and keeping the Line Managers informed on all issues of concern;
3. supervising the preparation of files for such meetings and any special subjects;
4. Answering incoming calls and performing a pre-screening of these calls for direct connection with the Line Managers or for reply at a later time;
5. Keeping organised records of these calls and checking closure and follow up;
6. Analysing incoming mail- paper and e-mail - and presenting these data in an organised and prioritised manner;
7. Ensuring that important and urgent mail reaches staff to insure timely responses;
8. Ensuring the diffusion of information for the Teams;
9. Preparation of staff missions and travel arrangements;
10. Coordinating actions with other secretaries of the Department/ Division; Administrative support Coverage for other units when colleagues are on leave;
11. Composing routine correspondence and keeping a filing system for incoming/outgoing mail;
12. Generating documents and textual and graphics presentations;
13. 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);
14. For the execution of the tasks the contractor will be expected to use related ESA Corporate software tools and documentation systems;
15. Administering and maintaining the office documentation systems;
16. Setting up the folder structure, registration, filing and distribution of correspondence and other documentation processed;
17. Follow up of teams’ actions;
18. On personal initiative or on instructions, collecting information and documents necessary for the teams to take actions on given issues;
19. Interfacing and providing support to teams on administrative matters related to use of the relevant systems;
20. Coordination with Facility Management for local, on-site support ( staff and contractors TUD/leaving/relocating);
21. Participating to Events organisation.
Qualifications
You will have the following qualifications and relevant experience:
22. Administrative assistant experience at executive level and in an international context;
23. Strong knowledge of Microsoft365 and Teams;
24. A good knowledge of the various ESA tools ( MAS, ESA-P) is welcomed;
25. Knowledge of working methods in the space/telecommunications sector is considered an asset;
26. It is important to note that this position requires a high level of confidentiality;
27. Fluency in English is mandatory; knowledge of another European language is an advantage.