Administrative Assistant/ Secretary [25019]

Company Description

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. HE Space has joined forces with CS Group to lead the engineering and digital space market in Europe and to provide highly skilled consulting

Job Description

Key Tasks and Responsibilities                 

• Organize the agendas and meetings – in presence or online via Teams or WebEx tools - for the relevant heads, in close coordination with the latter;
• Take the Minutes of Meetings when requested by the latter
• Follow-up of meetings actions; 
• Solve unforeseen events and situations that arise (for example, appointments or meetings to be moved, interfacing with customers, and managing meeting conflicts)
• Monitor, and when appropriate reply, to emails in the inbox of the heads, as instructed by the latter;
• Register the incoming letters, and when appropriate reply, on behalf of the heads, as instructed by the latter
• Prioritize emails and respond when necessary
• Act as first-line support of phone calls and filter requests to the heads, in close coordination with the relevant head
• Act as the point of contact for general communications with the manager;
• The Contractor shall review department mission orders and mission claims, and interface with the travel office for associated bookings
• External Traveller's mission task concerns special requests for certain external travelers, receiving travel support for certain conferences, or travel for NAV Committees
• The contractor shall prepare mission requests, process mission claims, and interface with the travel office for associated bookings for external travelers
• The contractor shall prepare visa applications, and provide the travelers with information material, such as specific rules for non-EU-member countries;
• Support the Department Head in managing the Timesheets;
• Organize the Leave calendar for the Department; ;
• The contractor shall collect inputs for the yearly conference plan and follow up the approval from the Director;
• Order the missing supplies in ESA provided tool, and maintain office stationery;
• Processing of site access procedure for take-up of duty and departure of staff or contractor personnel in need of on-site access.
• Office distribution requests often accompany on-site arrivals and departures. Special meeting room requests are typically for certain select rooms and withheld for special events.

The contractor shall

• Prepare and oversee the procedure related to staff or onsite contractor personnel arrival and departure, in close coordination with relevant management, human resources, and facility management.
• Prepare and oversee the procedure related to office distribution, especially at arrival of staff or onsite contractor personnel, or other office distribution request, in close coordination with the relevant management and facility management;
• Manage room booking when high priority room booking requests are made, e.g. Committee meetings, or department or division all-hands meetings;
• The contractor shall ensure the shipments and incoming mail and packages through ESTEC or CST Mail Services
• Liaise with external entities and request minimum 2 offers from suppliers in response to the request submit the offer options to the managers for approval;
• In the case of an event, support the initiating entity in the organization;
• In the case of on-site events, interface with ESA Facility Management, and ESA Conference Bureau;
• In the case of off-site events, interface with the appropriate external entities;
• In the case of ESA supporting an external conference, assume the responsibilities of administrative assistant;
• Support to webpages creation for events;
• When requested, participate in the events – may require traveling;
• Complete a variety of special projects including creating PowerPoint presentations, special reports, and agenda material.

Qualifications

You will have the following qualifications and relevant experience:

• School education is required;
• 2 years experience in secretarial and administrative;
• The Contractor shall be mastering in use of electronic office tools, in particular, Microsoft Office and Adobe Acrobat, electronic mailing, videoconferencing tools, and collaborative working tools (such as SharePoint, slack, …), preferably in the tools supported by ESA corporate IT;
• Experience in finance and financial tools (preferably SAP) and ideally in documentation management systems (e.g. Eclipse/DCCM);
• Communicate