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Administrative Assistant parttime
2014-08-18 14:40:47| Space-careers.com Jobs RSS
Serco is a FTSE 250 international service company that improves the quality and efficiency of essential services that matter to millions of people around the world. The work we do for national and local governments involves us in the most important areas of public services, including science and defence. Sercos space heritage over the last 40 years has placed us in the Space News Top 50 Space Industry Manufacturing and Services Companies. With over 1500 staff in the space business covering a wide spectrum of experience and skills, we convey best practice, expertise and innovation in our business. For our activities in ESTEC, we are currently looking for an Administrative Assistant to support the TECQ Department, in particular deputizing for and supporting the Departmental SecretaryAssistant, as well as providing secretarial support to the TECQI division. Tasks and Responsibilities The key person will have the following tasks Providing secretarial backup for other divisions in full coordination with the Departmental Secretary Contributing to the development and improvement of the administration related tools and processes of the Department Supporting reporting related to accommodation, business travel and personnel of the unit Daytoday 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 o Arrivals office, phone, computer, security, access to databases, information systems and departures deregistration, etc. of Unit personnel o Ordering of office supplies and maintenance of stationary o Room and resources bookings for meetings andor events falling under the responsibility of the Unit o Administration and handling of shipment of goods and express mail. Tasks related to documentation management, distributionregistration 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 Appropriate skills and specific experience are required in the following fields Proficient in the English language, both written and spoken Knowledge of another official ESA language is and asset For site specific functions fluent knowledge of the local national language is also required High level of flexibility as well as initiative and team spirit Easy contact with personnel and wellbalanced autonomy in the execution of the requested tasks Rigor, commitment and reliability in the execution of the assigned tasks Highly proficient with modern electronics office automation tools in particular Microsoft Office suite and electronic mailing preferably Lotus Notes Ability to communicate with industry counterparts in the execution of the project specific tasks Capacity to identify priority actions and handle high workload Familiarity with ESA working environment in a similar position is a distinct advantage. Application procedure Important All applicants must hold a current valid work permit for the Netherlands or be EU nationals. If you are interested in this vacancy, and think you have the skills and experience required, please apply via the relevant link available in our corporate careers website httpwww.serco.comcareersindex.asp If you have any question regarding this position please email space.careersserco.com Position Administrative Assistant parttime Reference RTCTECPCQ00173 Application closing date 12092014 Start date 01102014 Notes Working on Wednesday afternoon and Friday afternoon is a must. Other days to be agreed upon. If you are not yet registered with Serco we advise you to register your details by adding your details and attaching your CV via httpswww.amris.comsercoalertssignupform.php
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administrative
administrative assistant
parttime
Category:Transportation and Logistics
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