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Administrative Assistant
2017-06-21 10:10:24| Space-careers.com Jobs RSS
You will have the opportunity to provide administrative support in the Telecommunications System Project Office. Tasks and Activities The scope of work will include You will be coordinating actions with other secretaries of the department. You will be planningcoordinating the commitments and meetings, organizing calendar and keeping the Department Offices informed on all issues of concern supervising the preparation of files for such meetings and any special subjects. On personal initiative or on instructions, you will be collecting information and documents necessary for the Department Staff to take actions on given issues. Maintain and manage confidential information. You will be analyzing incoming mail paper and email and presenting these data in an organized and prioritized manner. Ensuring that important and urgent mail reaches staff to insure timely responses. You will be coordinating actions with the TIAT office and other Department offices organizing and coordinating high level meetings e.g. Steering Boards with Industry. You will be ensuring the diffusion of information between the Head of Office and the ProgrammesProject Teams. You will be answering incoming calls and performing a prescreening of these calls for direct connection with the Head of Office or for reply at a later time. Keeping organized records of these calls and checking closure and follow up. You will be preparing staff missions and travel arrangements You will be supporting the Department Head and TIAT staff in the preparation and follow up of administrative, organisational and contractual matters. You will be composing routine correspondence and keeping a filing system for incomingoutgoing mail. Generating documents and textual and graphics presentations You will be checking for correct authorization, substantiating documentation and adherence to Agency rules and practice ref. leave, mission, conference, authorization with regards to Staff Rules and Regulations, as well as financial procedures. For the execution of the tasks you will be using related ESA Corporate software tools, documentations systems, and databases and interface with the relevant actors across the Agency. You will be providing support to ensure the implementation and operations of the Department Documentation Management System in accordance with the ISO requirements and TIA processes. You will be establishing and maintaining the structure and records and files on the Management Information Systems such as Eclipse and Daptiv. Interfacing and providing support to department staff on administrative matters related to use of the relevant systems. You will be supporting the ISO management system and processes. Support to reviews and audits, and preparation of files as background for meetings and special studies. You will be administering and maintaining the office documentation systems. Setting up the folder structure, registration, filing and distribution of correspondence and other documentation. Follow up of departmental actions using the Eclipse Documentation Management System Skills and Experience The following skills and experience are mandatory You have a Qualification from a recognized Institution of secondary studies or equivalent qualification in Business Administration, Economics, Management or related field, together with an administrative background and experience in the disciplines related to the tasks under consideration. You have experience in Business administration You have excellent communication skills. You are able to interface at appropriate level with relevant actors within and outside the Department. You are able to readily assimilate and coordinate input data and providing timely output to the hierarchy. Reliability, rigor and initiative in the execution of the assigned work. You have proven sense of confidentiality. You have proven experience of Documentation management You are fluent in English competence in other languages such as French, Italian, German, Spanish is appreciated. Excellence in the use of standard office automation support software packages and of commercial database system and electronic mail. How to Apply Looking to take your career to the next level? Interested applicants should submit their CV and Cover Letter to RHEAs Recruitment team at careersrheagroup.com no later than 29062017. Preference will be given to candidates eligible for an EU or national personal security clearance at the level of SECRET or above. About RHEA Group RHEA Group is a leading engineering consultancy firm with demonstrated expertise in space, system and secure software solutions. We attract skilled engineers, scientists and management professionals and offer a range of exciting career paths working alongside clients such as the European Space Agency, the European GNSS Agency, EUMETSAT and NATO.
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administrative assistant
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