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Administrative Assistant
2018-07-16 12:28:28| Space-careers.com Jobs RSS
Specific Tasks Coordinating actions with other assistants of the department. Planningcoordinating the commitments and meetings, organizing calendar and keeping the Division Head informed on all issues of concern supervising the preparation of files for such meetings and any special subjects. On personal initiative or on instructions, collecting information and documents necessary for the Division Staff to take actions on given issues. Analysing incoming mail paper and email and presenting these data in an organized and prioritized manner. Ensuring that important and urgent mail reaches staff to insure timely responses. Coordinating actions with the Head of Department TIAT organizing and coordinating highlevel meetings e.g. Steering Boards with Industry. Ensuring the diffusion of information between the Division Head and Teams. Answering incoming calls and performing a prescreening of these calls for direct connection with the Division Head or for reply at a later time. Keeping organized records of these calls and checking closure and follow up. Preparation of staff missions and travel arrangements Supporting the Division Head and TIAT staff in the preparation and follow up of administrative, organisational and contractual matters. Composing routine correspondence and keeping a filing system for incomingoutgoing mail. Generating documents and textual and graphics presentations Check for correct authorization, substantiating documentation and adherence to Agency rules and practice ref. leave, mission, conference, authorization with regards to Staff Rules and Regulations, as well as financial procedures. Provide Support to ensure ensuring the implementation and operations of the Department Documentation Management System in accordance with the ISO requirements and TIA processes. Establishing and maintaining the structure and records and files on the Management Information Systems such as Eclipse and Daptiv. Interfacing and providing support to department staff on administrative matters related to use of the relevant systems. Support to reviews and audits, and preparation of files as background for meetings and special studies. Administering and maintaining the office documentation systems. Setting up the folder structure, registration, filing and distribution of correspondence and other documentation. Follow up of departmental actions using the Eclipse Documentation Management System. Requirements 5 years administrative assistant experience at the executive level Secondary education and professional training in administrative techniques or in secretarial related activities Strong knowledge of MS Office, including Word, Excel, Power Point, Project, Visio and Outlook, Sharepoint
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administrative assistant
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