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Assistant to the Executive Director
2014-05-23 12:39:14| Space-careers.com Jobs RSS
FOR FURTHER INFORMATION PLEASE VISIT httpwww.gsa.europa.eugsajobopportunities The Assistant to the Executive Director will provide secretarial support to the Executive Director of the Agency and his Office. The position will entail the following tasks Dealing with all incoming telephone calls, emails and a wide variety of internal and external enquiries, providing a professional point of contact whilst dealing with people of all levels Scheduling of missions, appointments and meetings using sound judgement of priorities and efficiency and keeping appointment diaries updated Facilitating a quick access of staff to the Executive Director Welcoming and accompanying visitors Caring for the external image of the Office of the Executive Director Handling confidential and classified information Organising meetings and social events, caring for hospitality arrangements and dealing with related logistics Handling the secretariat of the Administrative Board of the Agency by planningbudgetingorganising meetings with interpretation, liaising with chairmanship, taking minutes, dispatching documents, reimbursing travel expenses to representatives, reporting Administrative Board activities for Annual Activity Report Collating documents and relevant briefing papers to ensure the Director is provided with relevant background to meetings in advance Preparing business trips and dealing with the respective administrative procedures including for authorization and reimbursement of travel expenditures Writing or checking letters and other documents in English, Czech and French Preparing agendas, Word and Excel documents, PowerPoint presentations Registering and filing documents in the archiving system Updating contact databases using office software packages Initiating transactions in Agency financial system ABAC Any other secretarial tasks.
Tags: director
executive
assistant
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