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Client:
HE Space
Location:
Didcot, United Kingdom
Job Category:
Other
EU work permit required:
Yes
Job Reference:
f87cc1c51b75
Job Views:
4
Posted:
18.04.2025
Expiry Date:
02.06.2025
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 pre-screening 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 e-mail - and presenting these data in an organised and prioritised manner;
* Ensuring that important and urgent mail reaches staff to ensure 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;
* Checking 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 execution 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 the use of the relevant systems;
* Coordination with Facility Management for local, on-site support (e.g. staff and contractors TUD/leaving/relocating);
* Participating in 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 Microsoft 365 and Teams;
* A good knowledge of the various ESA tools (i.a. ESA-P) 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.
As an inclusive and committed employer, our company works every day to combat all forms of discrimination and promote a respectful working environment. That's why, committed to gender diversity and overall inclusivity, we encourage all applications and profiles.
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