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Secretary Administrative Assistant
2017-12-18 14:16:52| Space-careers.com Jobs RSS
The work package covers the provision of secretarial and administrative support to ESA organisational entities Divisions, Services, and Offices and Projects called Unit herein based at ESTEC. It includes 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 Analysis and distribution of incoming correspondence, and management of outgoing correspondence e.g. registration, distribution, etc. Administration and handling of shipment of goods and express mail Maintenance of Unit calendars e.g. meetings and organization of meetings and agendas Taking minutes of Unit coordination meetings and maintaining and following up actions lists for the Unit Support for the Project Reviews and Launch Campaigns Participation in organisation of events e.g. workshops, conferences as required Room and resources booking for meetings andor events falling under the responsibility of the Unit Management of Unit documentation e.g. registration, distribution, archive and report Management of documents libraries for the Unit, including maintenance of change log and distribution lists Support for visitor service including access control, preparing visa applications, distribution of information material Managing 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 Provision of various logistic support to the Unit. In addition to the above that corresponds to standard activities in support of an organisational unit the work package may also cover the following tasks ESA site administration including periodical update e.g. daily of site schedule, updating and distribution of the site telephone list Participation in 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
Tags: assistant
administrative
secretary
Category:Transportation and Logistics
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