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Secretary Administrative Assistant
2014-12-03 12:04:27| Space-careers.com Jobs RSS
A Spanish leader company in Aerospace Engineering and Scientific services with more than 45 years of experience working for NASA and 35 years working for ESA seeks a candidate for postion of secretaryAdministrative Assistant Specific Tasks The work package covers provision of secretarial and administrative support to ESA organisational entities Divisions, Services, Offices and Projects called Unit herein based at Harwell. It includes the following tasks Daytoday support to Unit personnel regarding making extensive and varied business travel arrangements, both overseas and in the UK, including gaining approvals to travel through the various ESA systems and liaison with the various ESA sites relating to travel arrangements. Leave management, notification of absences and coordination of training according to ESA procedures. Dealing with incoming telephone calls and information requests either via telephone or via the Unit Email Account. 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 andor events falling under the responsibility of the Unit. Administration and handling of shipment of goods and express mail. Tasks related to documentation management, distributionregistration 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. Requirements Appropriate skills and specific experience in the following fields Proficient in the English language, both written and spoken knowledge of another official ESA language is an asset. For site specific functions fluent knowledge of the local national language is also required. High level of flexibility as well as initiative and team spirit. Easy contact with personnel and wellbalanced autonomy in the execution of the requested tasks. Rigor, commitment and reliability in the execution of the assigned tasks. Highly proficient with modern electronics office automation tools in particular Microsoft Office suite and electronic mailing preferably Lotus Notes. Ability to communicate with industry counterparts in the execution of the project specific tasks. Capacity to identify priority actions and handle high workload. Familiarity with ESA working environment in a similar position is a distinct advantage. APPLICATIONS Interested candidates should send cv and cover letter to seleccionisdefe.es. The job code must included on the subjet.
Tags: assistant
administrative
secretary
Category:Transportation and Logistics