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Secretary Administrative Assistant
2016-08-24 15:03:26| Space-careers.com Jobs RSS
Client and Location For one of our main customers ESAESTEC, we are currently looking for a Secretary Administrative Assistant who will give support to the organisational entities and projects onsite at ESTEC. Tasks and Responsibilities The candidate shall perform the following tasks daytoday support to Unit personnel regarding business travel arrangements, leave management, coordination of training, dealing with incoming telephone calls and information requests, 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 Organising the schedule of the Head of the Estates and Facilities Management Division, arranging appointments, meetings, visits, missions etc. Editing in English documents, memos and presentations and drafting memos, letters, intranet communications and emails, Making informal translations of correspondence from Dutch into English, Taking minutes of meetings and track progress of actions, Collecting input from the 3 sections of the division and preparing reports, Composing and typing correspondence, documents and spreadsheets using office automation tools Arranging missions for staff in the Division Management of leave data vacation, sick leave, etc. for the divisional staff and entering details in SAP system and recording of the leave of contractors staff Maintaining a filing system in support of the various activities of the Estates and Facilities Management Division Coordination and followup of deadlines in liaison with the Departments secretary Support the organisation of divisional meeting and events Management of stationary orders and related invoice control. Experience and education The candidate shall have appropriate skills and specific experience in the following fields 2 years of relevant work experience 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 The holder shall have successfully completed secondary education and possess proven professional skills in administrative andor secretarial activities. Ideally the candidate should have completed a vocational education in secretarial domain The working languages within the ESTEC Estates and Facilities Management are English and Dutch. Therefore a high level English together with a working knowledge of Dutch is required.
Tags: assistant
administrative
secretary
Category:Transportation and Logistics
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