Admin Assistant

• 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 that correspond to standard activities in support to an organisational unit, the work package may also cover the following tasks:
• 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

Requirements

• School education is required;
• Highly proficient with modern electronics office automation tools in particular Microsoft Office suite and electronic mailing;
• Familiarity with ESA working environment in a similar position is a distinct advantage;
• Fluency in English is mandatory; knowledge of another European language is an advantage.