je.st
news
Secretary Administrative Assistant
2017-12-18 14:16:52| Space-careers.com Jobs RSS
The work package covers the provision of secretarial and administrative support to ESA organisational entities Divisions, Services, Offices based at ESTEC. It includes the following tasks 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 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 andor events falling under the responsibility of the Unit 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 taking minutes of coordination meetings for the Unit Participation in the organisation of events e.g. workshops, conferences as required. In addition to the above that corresponds to standard activities in support of an organisational unit the work package may also cover the following tasks Support for the Project Review Process Support for 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 in 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 Documentation management related support to project reviews Managing documentation system e.g. Eclipse, registration distribution exchange archiving of documents Support to launch campaign preparations Being prepared to travel and colocate for extended periods several weeks at the launch site Secretarial and administrative support at the launch site during extended hours and during weekends In addition to the support to visitor service as described in the Statement of Work Annex A also the collection and escort of visitors from ESTEC Security Gate to location.
Tags: assistant
administrative
secretary
Category:Transportation and Logistics