Administrative Assistant/Secretary (1FTE, 2 months) [26011]

As part of a dynamic team at ESA/ESTEC, you will have the following responsibilities:

• 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.
• 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 (e.g. daily) 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.