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SecretaryAdministrative Assistant at ESA Harwell
2013-04-16 16:36:42| Space-careers.com Jobs RSS
For one of our main customers ESA, we are currently looking for a full time SecretaryAdministrative Assistant, who will give support in the new ESA research centre in the United Kingdom. This centre is located at the world leading Harwell Oxford Campus in Oxfordshire a focal point and cluster for the UKs rapidly growing hightech space community. Tasks and Responsibilities Daytoday support to team, including making extensive and varied business travel arrangements, both overseas and in the UK, gaining approvals to travel through the various ESA systems and liaison with the various ESA sites relating to travel arrangements Leave management, notification of absences and coordination of training according to ESA procedures Dealing with incoming telephone calls and information requests either via telephone or via the department Email Account Analysing incoming correspondence and documentation and managing distribution of outgoing correspondence and documentation Dealing with arrivals of new staff arrangements for office, phone, computer, security, access to databases, information systems and departures deregistration, etc. of Department personnel Ordering of office supplies and maintenance of stationary Maintain the ESA Harwell meeting room booking system, the PR Material Library, business card database, staff calendar Arrange travel and all meeting logistics, also for other ad hoc meetings as required, involving other ESA sitesstaff Administration and handling of shipment of goods and express mail Cover for the other PA and Administration Assistant in case of their absence and assist other members of the teams with administrative support as required Tasks related to documentation management, distributionregistration of mail and documents Organization of agenda and of meetings, as required produce agenda, take minutes of meetings, distribute papers, maintain list of actions and place approved minutes into the internal DMS system, arranging video conferences with other sites as appropriate In close cooperation with the Directors Assistant in ESTEC, provide day to day support to the Director while on Harwell site. The tasks to be organised for the Director will be a priority during these periods and consist essentially of managing local logistics and general administrative support Assist with administrative and logistical arrangements for events on behalf of department e.g. workshops with external partners from around Europe arrange venue, accommodation, logistics, travel, taxis, transfer buses, registration, attendees list, cateringrefreshments, photographer, preparation of paperwork, chasing responses Monitor Young Graduate Trainee and Research Fellow applications, carry out recruitment administration as appropriate, respond to applications as directed and maintain the recruitment file for each vacancy Visitor management notify the Harwell Reception of all 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. Experience and Education 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 in 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 modern electronics office automation tools in particular Microsoft Office and electronic mailing preferably Lotus Notes The working languages of the Agency are English and French. Proficiency in one of these languages is required with a working knowledge of the other. Knowledge of another ESA member state language would be an asset. High level of flexibility as well as initiative and team spirit 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. About ATG Europe Today, ATG is recognized as a leading provider of specialized engineering, scientific and technical services to the European Aerospace, High Tech and Offshore industry. Our headquarters is located in Noordwijk, The Netherlands and we have subsidiaries in Germany and the UK. ATG People is the key player in delivering highly educated personnel for RD environments throughout Europe. We are continually recruiting experienced Engineers for exciting, full time positions based at our customers. As an ATG Engineer, you will be working on very diverse missions and assignments. This opens up unique opportunities to be engaged in innovative projects and challenging you to perform to high standards and utilizing the full extent of your professional knowledge. We need you to complement our super star team! Interested? Submit your CV and personal details through our website or send your application directly to recruitingaoes.com. We encourage you to submit your CV in the Europass format. Click here to create a Europass CV. Security Check The selected candidate shall be subject to a general security screening within the boundary of the legal constraints in force. The security screening applies to the following actions The candidates degrees and certificates shall be verified for authenticity with the issuing school, college or university The candidate will be requested to sign a statement of good conduct declaring that heshe has no criminal record.
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esa
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