Secretary / Administrative Assistant

<h3>Company Description</h3><p>HE Space is a successful international space company. For 40 years, we have been supporting our customers with qualified experts in the field of engineering, science and administration.</p><h3>Job Description</h3><p>As part of the Earth and Mission Sciences Division, you will have the following responsibilities:</p><ul><li>Division Secretarial duties, including e.g. bulk formal letter preparation, handling email/mail/calls/messages, appointments and staff mission administration, and cover of tasks during leave or absence of the senior Administrator;</li><li>Typing and preparation of correspondence, finalization of official meeting minutes, reports, etc.;</li><li>Workflows and pipelines associated with incoming mail (physical and email boxes), Microsoft Teams, Webex meetings/videoconferencing, telephone call management including call registration and documentation, appointment management and configuration,     and management of meeting room bookings;</li><li>Maintenance  and management of EOP-SM Division Document Databases: Document Registration System, Address Book management, Final Study Contract Report Database and EN9104 Quality Management System (QMS) Document Libraries;</li><li>Maintenance and management of Mission Advisory Group Sharepoint database records according to EN9104 Quality Management System (QMS) standards;</li><li>Maintenance and management of information and databases in Sharepoint teamsite (e.g., absence charts, document databases, conference and contracts lists, events and other divisional calendars etc.);</li><li>Maintenance and management of Document Registration/filing System on Sharepoint according to EOP QMS standards, including contractual information, letters, reports and confidential correspondence;</li><li>Staff Mission (travel) administration and monitoring of finances/travel budget and spend profile;</li><li>Arranging meetings of Advisory Groups and Division-led workshops including external experts on-site and off-site. This includes:<ul><li>Meetings and Workshops logistics support, use of Calendar (Outlook) for meeting scheduling, and Central Booking System for reserving rooms;</li><li>Preparation and distribution of meeting invitations and use of ESTEC Visitors’ System for registering external meeting participants;</li><li>Taking and preparing Minutes of Meeting, when necessary;</li><li>Preparation of missions and mission claim packages for external Experts;</li><li>Requesting taxis and booking transportation via Reception;</li><li>Maintaining and updating Advisory Groups list and Meeting Calendar;</li><li>Preparation of reports and publications;</li><li>Tracking of Staff Action items and reminders;</li><li>Maintaining stores inventory for Division (preparing stock re-orders;</li><li>Interfacing with site services for services required by the Division.</li></ul></li></ul><h3>Qualifications</h3><p>You will have the following qualifications and relevant experience:</p><ul><li>Minimum Secondary Education;</li><li>High degree of flexibility and self-motivation to work in a fast-paced environment with good organization, strategic planning, discipline and independence;</li><li>Management skill to manage and mitigate short-term logistical problems;</li><li>Responsible, discrete, dependable, reliable;</li><li>Highly proficient in Office365 (incl. Word, Excel, SharePoint, Outlook) and other personal computer software (a good knowledge of InDesign &amp; Photoshop, or equivalent software is an advantage);</li><li>Experience of SharePoint systems;</li><li>Good intrapersonal and communication skills;</li><li>Ability to work quickly and cope with deadlines, short-term reorganization, pressure and work in a diverse team;</li><li>Ability to establish and maintain effective relationships within ESA across establishments, and with external organizations;</li><li>Fluency in English is mandatory; knowledge of another European language is an advantage.</li></ul><h3>Additional Information</h3><p>This job is located in <strong>Noordwijk</strong>.</p><p>If you think you have what it takes for this job, please send your CV (in English and in Word or PDF) to Kalina Traykova, by clicking on the button “I´m interested” quoting job <strong>NL-HP-5111.</strong></p><p><strong>Deadline to apply:</strong> 28th June 2023.</p><p><em>An exciting and dynamic international working environment awaits you!</em></p>