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Administrative Assistant

2018-07-16 12:28:28| Space-careers.com Jobs RSS

Specific Tasks Coordinating actions with other assistants of the department. Planningcoordinating the commitments and meetings, organizing calendar and keeping the Division Head informed on all issues of concern supervising the preparation of files for such meetings and any special subjects. On personal initiative or on instructions, collecting information and documents necessary for the Division Staff to take actions on given issues. Analysing 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. Coordinating actions with the Head of Department TIAT organizing and coordinating highlevel meetings e.g. Steering Boards with Industry. Ensuring the diffusion of information between the Division Head and Teams. Answering incoming calls and performing a prescreening of these calls for direct connection with the Division Head or for reply at a later time. Keeping organized records of these calls and checking closure and follow up. Preparation of staff missions and travel arrangements Supporting the Division Head and TIAT staff in the preparation and follow up of administrative, organisational and contractual matters. Composing routine correspondence and keeping a filing system for incomingoutgoing mail. Generating documents and textual and graphics presentations Check 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. Provide Support to ensure ensuring the implementation and operations of the Department Documentation Management System in accordance with the ISO requirements and TIA processes. 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. Support to reviews and audits, and preparation of files as background for meetings and special studies. 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. Requirements 5 years administrative assistant experience at the executive level Secondary education and professional training in administrative techniques or in secretarial related activities Strong knowledge of MS Office, including Word, Excel, Power Point, Project, Visio and Outlook, Sharepoint

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Secretary Administrative Assistant

2018-07-12 16:29:24| Space-careers.com Jobs RSS

Specific Tasks Reporting directly to the Executive Secretary of the Director of Telecommunications and Integrated Applications, and with a high degree of autonomy, the postholder will provide administrative support in the Directors office. This will include preparing the missions of the Director and keeping the Director informed on all logistics related to the travel arrangements, information recorded accurately and updated as needed in the diary analysis, registration, distribution and filing of correspondence preparing related dossiers and background documents for the Director followingup of actions, drafting of replies to correspondence and enquiries as appropriate on personal initiative or on instructions, collecting information and documents necessary for the Director to take action on given issues organising high level meetings and participation of the Director to any other events as required by the position Requirements Applicants should have a completed secondary education level and a 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 an asset. Microsoft Office, SAP, Eclipse, Sharepoint Languages The working languages of the Agency are English and French. A good knowledge of one of these two languages is required together with a working knowledge of the other language. Knowledge of another member state language is an asset.

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Secretary Administrative Assistant

2018-07-10 16:27:23| Space-careers.com Jobs RSS

HE Space is a successful international space company. For over 35 years, we have been supporting our customers with qualified experts in the field of engineering, science and administration. We are currently looking for a Secretary Administrative Assistant to support our customer in the United Kingdom. Secretary Administrative Assistant Key Tasks and Responsibilities As part of the Future Projects Division, you will have the following responsibilities Coordinating actions with other assistants of the department Planningcoordinating the commitments and meetings, organizing calendar and keeping the Division Head informed on all issues of concern On personal initiative or on instructions, collecting information and documents necessary for the Division Staff to take actions on given issues Analysing incoming mailpaper and email and presenting these data in an organized and prioritized manner Coordinating actions with the Head of Department, organizing and coordinating highlevel meetings e.g. Steering Boards with Industry Ensuring the diffusion of information between the Division Head and Teams Answering incoming calls and performing a prescreening of these calls for direct connection with the Division Head Preparation of staff missions and travel arrangements Check for correct authorization, substantiating documentation and adherence to Agency rules and practice Provide Support to ensure the implementation and operations of the Department Documentation Management System in accordance with the requirements and processes. Establishing and maintaining the structure and records and files on the Management Information Systems such as Eclipse and Daptiv Support to reviews and audits, and preparation of files as background for meetings and special studies Follow up of departmental actions using the Eclipse Documentation Management System. Skills Experience You will have the following qualifications and relevant experience Experience of administrative assistance at the executive level Secondary education and professional training in administrative techniques or in secretarial related activities Knowledge of MS Office, Word, Excel, Power Point, Project, Visio, Outlook and SharePoint. Fluency in English is mandatory knowledge of another European language is an advantage. This job is located in Harwell. We welcome applicants who are available from September 2018 or as soon as possible thereafter. If you think you have what it takes for this job, please send us your CV together with a letter of motivation both in English and in Word to Mr Leandros Foteinias at jobshespace.com, quoting job UKSC3866 before 01Aug18. An exciting and dynamic international working environment awaits you!

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DISH delivers Hands-Free TV with the Google Assistant

2018-07-09 16:40:21| Digital TV News

DISH has debuted its new integration with the Google Assistant for a Hands-Free TV entertainment experience. DISH customers with a Hopper, Hopper Duo, Joey or Wally can control their TV using just their voice when paired with an Assistant device, like Google Home, Android phones or iPhones.

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Assistant Administrator to the Future Systems Department

2018-07-09 15:43:17| Space-careers.com Jobs RSS

Deadline for Applications 06082018 Client and Location For one of our main customers, ESAESTEC, we are currently looking for an Assistant Administrator giving support to the Future systems Department within the Earth Observation Directorate, which is located at two ESA sites namely ESTEC including the EOP8M Division and ESRIN including the EOP8A and EOP8C Offices and the newly established 8lab. Tasks and Responsibilities Support in managing the Departments programme activities and milestones in liaison with the managers in the Department Integrate inputs and provide overview of resource requirements Interface with other assistant administrators and project controllers as well as with managers of other Departments as required Prepare and assist in producing programmatic status reporting as required Support developing and maintaining the integrated planning of the Department resources and calendars Support the preparation and conduct of internal and external audits Prepare minutes of internal management meetings, integrating various inputs, and maintain consolidated action item lists for the Department, tracking actions so that they are discharged in coherence with the established procedures Interact with staff in the Department as well as with other teams in the Directorate in order to plan, facilitate and stimulate the exchange of information, in particular within the Department since this is located in two different sites and therefore requiring efficient and timely exchanges, including organization of adhoc meetings, videoconferences, workshops and seminars, as needed Identify new topics for crosssite coordination and propose specific actions for harmonization and coordination Collate and organise highlevel information related to ESA management, programmes and activity plans in support of wideranging interactions relevant to the Future Systems Department Proactively manage the internal and external information tools e.g. SharePoint, web pages, etc for the Departmentrelated internal and external communications, including writing and editing web pages and circular letters, interacting via social media, etc. Support handling of documents from local DMS, including their maintenance according to QMS procedures, as well as from DMSs of external partners andor industry, from out of paper archives and other sources like ESA libraries, etc Support project controllers as needed in preparation and administration of procurement actions act as a point of contact for all documentationadministrative tools e.g. DMS, RID system, action item database, etc. used in the Department, acting as focal point for all such tools used in the Department Support the configuration management and risk management processes within the Department Compile periodic reports from inputs from various contributors for review and finalisation by the Department Head Support coordination and organisation of Departmentlevel internal and external meetings and reviews Manage the procurement of promotional items for the Department Oversee the administrative policies at Department level Handle communications and events of interest for the Department, including conferences, workshops, courses, etc Experience and education A university degree Bachelor or equivalent qualification with a minimum of 5 7 years of experience in administrative support, writingediting or other relevant experience, is required. Some background in elements of information science and technology, preferably achieved in a computer engineering environment and including some programming knowledge, is required. Excellent interpersonal skills, e.g. communicating and interacting with individuals at all levels, and the capability of identifying priorities and handling high workload with a proactive approach to problem solving, are required. Excellent planning and organisational skills, as well as initiative and motivation to perform to high standards in a demanding environment, are required. Ability to travel frequently between sites, namely ESTEC and ESRIN, and flexibility with the working schedule, are required. Proficiency in office automation and database software packages and in planning control tools is also required, with ability and interest to learn other applications and tools within an infrastructure based on innovative solutions. Experience in an international organization or multicultural working environment will be a key asset. Interest in technical, programmatic and policy issues of ESA EO programmes, with a desire to learn and ability to think outside the box, is an asset. Knowledge of ESA administrative and financial processes and experience with SAP and with ISO9001 certification projects is an asset. An open multicultural attitude, while caring for accuracy on the job and trustworthiness, is required. Full and proven fluency in the English language, spoken and written, as well as knowledge of another European language are mandatory. About ATG Europe Today, ATG is recognized as a leading provider of specialized engineering, scientific and technical services to the European Aerospace. Our headquarters is located in Noordwijk, The Netherlands and we have subsidiaries in Germany and the UK and Ireland. ATG People is the key player in delivering highly educated personnel for RD environments throughout Europe. We are continually recruiting experienced Engineers for exciting, fulltime 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 recruitmentatgeurope.com

Tags: future systems department administrator

 

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