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    Administrative Assistant - Noordwijk, Nederland - HE Space

    HE Space
    HE Space Noordwijk, Nederland

    1 week geleden

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    Beschrijving

    Job Description

    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 (, 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 ( SAP, PRISMA) and from various internal sources and data consistency checking and coherence analysis.

    • Qualifications

    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
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