As part of the Thermal Division, you will have the following responsibilities:
- Administrative support for organisation of technical events (workshops / conferences) and support for the Division documentation management;
- Day-to-day 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 and/or events falling under the
responsibility of the Unit;
- Administration and handling of shipment of goods and express mail;
- Tasks related to documentation management, distribution/registration 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, the following tasks may be included:
- 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 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.
You will have the following qualifications and relevant experience:
- Minimum Secondary Education;
- High degree of flexibility and self-motivation to work in a fast-paced environment with good organization, strategic planning, discipline and independence;
- Management skill to manage and mitigate short-term logistical problems;
- Responsible, discrete, dependable, reliable;
- Highly proficient in Office365 (incl. Word, Excel, SharePoint, Outlook) and other personal computer software (a good knowledge of InDesign & Photoshop, or equivalent software is an advantage);
- Experience of SharePoint systems;
- Good intrapersonal and communication skills;
- Ability to work quickly and cope with deadlines, short-term reorganization, pressure and work in a diverse team;
- Ability to establish and maintain effective relationships within ESA across establishments, and with external organizations;
- Fluency in English is mandatory; knowledge of another European language is an advantage
This job is located in Noordwijk.
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 “Apply for this job” quoting job NL-HP-xxxx
An exciting and dynamic international working environment awaits you!
Inclusive and committed employer, our company works every day to combat all forms of discrimination and promote a respectful working environment. That's why, committed to gender diversity and overall inclusivity, we encourage all applications and profiles.
