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Secretary Administrative Assistant
2013-04-16 12:38:32| Space-careers.com Jobs RSS
We are a leader company in Aerospace Engineering and Scientific services with more than 45 years of experience working for NASA and 35 years working for ESA. We are looking to cover a vacancy of Secretary Administrative Assistant located at ESA research centre in the United Kingdom, Harwell Science and Innovation Campus in Oxfordshire Description Tasks Involved support to the TIA Team Members in the following areas. Meetings and events Arrange TIA Team Meetings and other ad hoc meeting as required produce agenda, take minutes of meetings, distribute papers, maintain list of actions and place approved minutes into the DMS system. Assist with administrative and logistical arrangements for events on behalf of TIA e.g. workshops with external partners from around Europe arrange venue, accommodation, logistics, travel, taxis, transfer buses, registration, attendees list, catering refreshments, photographer, preparation of paperwork, chasing responses. Arrange travel and all meeting logistics for other ad hoc TIA meetings as required involving other ESA sitesstaff. Hosting of TIA visitors to the ESA Harwell Centre including arranging of security passes, taxis where appropriate, provision of catering etc. Arrange meetings for external organisations at the Harwell Centre, for example, UKSA and other ESA working groups. Arrange tours for TIA visitors to the EHC. Maintain TIA input to the EHC future events calendar. Arranging video conferences with other sites as appropriate. Security Visitor management notify the STFC Reception of all TIA visitors to the ESA Harwell Centre, arrange site passes and access to the ESA corridor when necessary. Meet and escort visitors to the ESA Harwell Centre. Administration Maintain IAP calendars as appropriate. Maintain the IAP common mailing addresses, answering and redirecting queries as appropriate. Assist other members of the TIASRE teams with administration support as required. On a rotation basis with the other EHC PA staff every 3 weeks, ensure post is collected and distributed, outgoing post is entered into the post book and taken to the post room in order to meet collection deadlines. Complete courier request forms. Ensure preapproval form is completed and financial record spread sheet is completed accordingly. Maintain the TIA business card database. Produce distribution lists and address labels when required. Ensure TIA office stationary requirements are passed to the EHC administration assistant for procurement. Inform the EHC Administration Assistant of TIA business card requirements. Maintenance and cross transfer of TIA staff diary movements into the ESA Harwell Centre Wall Calendar. Arrange for TIA meeting refreshments as required. Maintain ESA Harwell Centre meeting room booking system for TIA. Printing door signs. Maintain a TIA PR Material library Maintain leave records for TIA staff. Cover for the other PA and Administration Assistant in case of their absence. Maintain the TIA business card database. Produce distribution lists and address labels when required. Maintenance and cross transfer of ESA staff diary movements into the ESA Harwell Centre Wall calendar. Missions Arrange travel accommodation for TIA members of the ESA team UK and abroad. Enter TIA missions into MAS. Enter details of TIA missions into calendars. Book hotels, taxis and UK train tickets when appropriate. Complete preapproval forms for UK train tickets. Forward TIA missions for approval in MAS. Maintain mission files for TIA staff. Send, copy and file claims for TIA staff. Conferences External Meeting Attendances Ensure that CONF1 Forms are completed and submitted for planned attendances at conferences. Complete registration process at event as required once approval is granted. Ensure TIA specific procedures for conferences are followed. Email Monitor, prioritise, respond to common TIASRE emails, deal as appropriate or forward onwards for action or information. Monitor and respond if appropriate to HTIA teams email as required. DMS Provide TIA DMS reference numbers as required. Enter TIA documents into the DMS Ensure TIA DMS is updated and maintained as required. Recruitment Monitor TIA YGTResearch Fellow applications, carry out recruitment administration as appropriate, respond to applications as directed. Maintain recruitment file for each vacancy. New Staff Be first point of contact in all aspects of new TIA staff at the ESA Harwell Centre. Interface with HR and local relocation agencies. Arrange for new staff visits to view housesschools etc. Interface with utilities on behalf of new staff. Director Support In close cooperation with the Directors Assistant in ESTEC, provide daytoday support to the Director while on Harwell site. The tasks to be organised for the Director will be a priority during those periods and consist essentially of managing local logistics hotels and airport transfers, ensuring that the Director office is provided with refreshments. Light administrative support such as printing of boarding pass, printing of documents for meetings, welcoming visitors. On request arrange for business lunches and dinners. Requirements The Candidate should have a good general education to completed secondary level and training in a secretarial college leading to a high proficiency certificate or equivalent as executive secretary. 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 Agencys information systems and tools is required. The working languages of the Agency are English and French. Proficiency in one of these languages is required, preferably with a working knowledge of the other also. Knowledge of another ESA member state language would be an asset. Applications Interested candidates should send CV and personnal letter to rocio.infiestagmail.com by 13 May 2013.
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