- 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 and 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);
- 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;
- Review department mission orders and mission claims, and interface with the travel office for associated bookings;
- Prepare mission requests, process mission claims, and interface with the travel office for associated bookings for external travelers;
- 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;
- 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;
- 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;
- Ensure the shipments and incoming mail and packages;
- 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 external conferences, assume the responsibilities of administrative assistant ;
- Support to webpages creation for events;
- When requested, participate to the events that might require travelling;
- Complete a variety of special projects including creating PowerPoint presentations, special reports, and agenda material.
- School education is required;
- 2 years experience of relevant experience;
- Proficient user 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);
- Treat information related to the service with confidentiality, discretion and integrity;
- High-level of communication and organizational skills, with attention to detail, flexibility and ability to identify priorities;
- Ability to execute routine tasks independently;
- Service-oriented attitude, team spirit and ability to work co-operatively with other services and people in an international environment.
- Time-management and multitasking skills required;
- Accuracy and ability to pay attention to details;
- Mastering of communication tools Microsoft Outlook, teams, WebEx;
- Strong interpersonal skills and problem-solving skills;
- Fluency in English and French is mandatory; knowledge of another European language is an advantage.
This job is located in Toulouse, France.
If you think you have what it takes for this job, please send your CV (in English and in Word or PDF) to Annie Kontou, by clicking on the button “Apply for this job” quoting job NL-HP-24120.
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.
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.
