Secretary/Administrative Assistant

Responsibilities:

• Supporting the Head of Office and the Project teams, reporting to the Office in the preparation and follow-up of administrative, organizational, as well as contractual matters;
• Panning /coordinating the Head of Office’s and Project Managers’ agenda, commitments, and meetings, organizing the missions, and keeping the Head of Office informed on all issues of concern;
• Day-to-day support to Office personnel regarding business travel arrangements, leave management, and 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 office
• Arrivals (office, phone, computer, security, access to databases, information systems) and departures (deregistration, etc.) of Office personnel.
• Ordering office supplies and maintenance of stationary.
• Room and resource bookings for meetings and/or events falling under the responsibility of the Office.
• Manage the procurement of promotional items for the Office projects in liaison with the Project Controllers; including preparation of requirements.
• Administration and handling of shipment of goods and express mail.
• Tasks related to documentation management, distribution/registration of mail and documents.
• Establishing and maintaining the structure, records, and files on the Management Information Systems, such as Eclipse, and SharePoint.
• Organization of agenda and meetings.
• On personal initiative or on instructions, collecting information and documents necessary for the Office Staff to take action on given issues.
• Coordinating actions with other assistants of the department and interface with the other assistants of the Directorate
• Maintaining document libraries for the Office, including maintenance of change log, distribution lists, and issue information notes to concerned users.
• Maintaining and following up actions lists for the Office and taking minutes of coordination meetings for the Office. Participation in the organization of events (e.g. workshops, conferences) as required.
• Support t the Project Review Process.
• Support to the visitor service: including access control, and distribution of information material.
• ESA site administration: including periodical updates (e.g. daily) of site schedule, updating, and distribution of the site telephone list.
• Participation in the preparation and publication of internal and external documents, including editing and proofreading.
• Data collection, and extraction from various Corporate applications (e.g. SAP, PRISMA) and from various internal sources, and data consistency checking and coherence analysis.

Requirements:

• University Degree preferably in Business and Administration discipline.
• 4 years of experience in similar roles.
• Proficient in the English language, both written and spoken; knowledge of another official ESA language is an asset.
• Multiple years of experience in assisting Senior Executives is an asset.
• Proven sense of responsibility.
• Excellent interpersonal and communication skills as well as very good qualities of order, method, tact, initiative, and in particular discretion are required.
• Proficiency in the use of the Agency’s information systems and tools (ESAP, Eclipse) is required.
• Highly proficient with modern electronic office automation tools in particular Microsoft Office suite and electronic mailing.
• Familiarity with the ESA working environment in a similar position is a distinct advantage.

We offer:

• Attractive remuneration package and advice on tax-free benefits.
• Up to 30 vacation days & additional 12 public holidays based on the 40-hour working week.
• Advice from our Learning & Development Specialist on the most suitable training/courses.
• Extra budget and up to 5 years of extra days off your personal development.
• Pension contribution to a tailor-made pension scheme.
• A yearly subscription to the ESTEC gym facilities and swimming pool.

Ready for this new challenge? Apply now and let’s get in touch!
Octagon Professionals International is a full-service recruitment and HR services firm with 30 years of experience in the European and international markets. Our large network of professionals across multiple functional areas, and multi-national teams provides flexible solutions customized to individual client needs.

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