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Junior Administrative Assistant

2019-04-12 19:29:48| Space-careers.com Jobs RSS

As part of Vitrocisets team in our office in Holland, you will work with the Administrative Team in order to contribute to the overall success and growth of the company. We have more than 30 years of experience in the field of Space Operations Service Engineering activities, providing a significant contribution to most major Space programmes of the European Space Agency. We work on the ground to build bridges into space, contributing to the success of ambitious missions. Tasks Daytoday support to the employees regarding business travel arrangements. Management of leave data vacation, sick leave, etc. of all the Vitrociset staff. Ensure monthly timesheets are timely and accurately completed meeting the ESA deadlines. Guarantee employees are complying with company and ESA guidelinesprocedures. Serve as the primary point of contact for subcontractor employees as it relates to timesheets and missions. Serve as the primary point of contact for costumers administration requests. Paper and electronic records filing and archiving in document databases information management and data collection where applicable Tasks related to documentation management, distributionregistration of mail and documents to the employees. Management internal office administration activities, as requiered. Requirements Proficient in the English and Ducth language, both written and spoken Secondary education and professional training in administrative techniques or in secretarial related activities Proactiviness and problem solving attitude Intermediate to advanced Excel skills Ability to work in a changing environment, openminded Ability to interact with people s at different level leveraging the communication style according to the situation, the hierarchy, the cultural environment. Start ASAP Location Noordwijk

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Administrative Assistant

2019-03-20 16:28:54| Space-careers.com Jobs RSS

Position Reference 108 You will have the opportunity to provide administrative support to the ESTEC Estates Facilities Management Division. Tasks and Activities The scope of work will include Organising the schedule of the Head of the Estates and Facilities Management Division, arranging appointments, meetings, visits, missions etc. Editing in English documents, memos and presentations and drafting memos, letters, intranet communications and emails, Taking minutes of meetings and track progress of actions Collecting input from the 3 sections of the division and preparing reports, Composing and typing correspondence, documents and spreadsheets using office automation tools Arranging missions for staff in the Division Management of leave data in vacation, sick leave, etc. for the divisional staff and entering details in SAP system and recording of the leave of contractors staff Maintaining a filing system in support of the various activities of the Estates and Facilities Management Division Coordination and followup of deadlines in liaison with the Departments secretary Support the organisation of divisional meeting and events Management of stationary orders and related invoice control Skills and Experience The following skills and experience are mandatory You have successfully completed secondary education and possess proven professional skills in administrative andor secretarial activities. You should have completed a vocational education in secretarial domain. You must be highly proficient in the use of Microsoft Office Software. You are expected to demonstrate excellent organisational and communication skills and be able to establish and maintain effective and pleasant working relationships in an international environment and under high pressure. You should be proactive and assertive and able to prioritise. The working languages within the ESTEC Estates and Facilities Management are English and Dutch. Therefore a high level English together with a working knowledge of Dutch is required. The following skills would be highly desirable You must be proficient in ESA IT tools. How to Apply Looking to take your career to the next level? Interested applicants should submit their CV and Cover Letter to RHEAs Recruitment team at careersrheagroup.com no later than 12042019. Preference will be given to candidates eligible for an EU or national personal security clearance at the level of CONFIDENTIAL or above. About RHEA Group RHEA Group is a leading engineering consultancy firm with demonstrated expertise in space, system and secure software solutions. We attract skilled engineers, scientists and management professionals and offer a range of exciting career paths working alongside clients such as the European Space Agency, the European GNSS Agency, EUMETSAT and NATO.

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Administrative Assistant

2019-01-31 09:32:23| Space-careers.com Jobs RSS

Caring about space experts like you for more than 35 years. Matchmaking the best candidates for engineering, scientific and administrative positions at our customers. Investing in you to support the development of the European space industry. This is HE Space. We are currently looking for an Administrative Assistant to support our customer in the United Kingdom. Key Tasks and Responsibilities As part of the Estates and Facilities Management Team, you will have the following responsibilities 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 Arrivals office, phone, computer, security, access to databases, information systems and departures deregistration, etc. of unit personnel Room and resources bookings for meetings andor events falling under the responsibility of the unit 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 Support to visitor service including access control, preparing visa applications, distribution of information material Data collection, extraction from various Corporate applications e.g. SAP, PRISMA and from various internal sources and data consistency checking and coherence analysis. Skills Experience You will have the following qualifications and relevant experience Proficient in the English language, both written and spoken knowledge of another official ESA language is and asset Highly proficient with modern electronics office automation tools in particular Microsoft Office suite and electronic mailing preferably Lotus Notes Familiarity with ESA working environment in a similar position is a distinct advantage The ideal candidate should act professional in all dealings with ECSAT staff, contractors and visitors, highly flexible, efficient, well organized and have an eye for detail. This job is located in Harwell. We welcome applicants who are available from March 2019 or as soon as possible thereafter.

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Administrative Assistant

2019-01-30 13:30:02| Space-careers.com Jobs RSS

Specific 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 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. Specific for ECSAT Proactively supporting the ECSAT Site Manager in following up of actions, and interfacing with nominated external partners Minute writing support for meetings called by ECSAT Site Manager, according to need Adhoc support to the ECSAT Site Manager in restructuring the document setup for the unit, or other secretarial tasks as and when needed Requirements 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. Highly proficient with modern electronics office automation tools in particular Microsoft Office suite and electronic mailing preferably Lotus Notes. Familiarity with ESA working environment in a similar position is a distinct advantage. professional in all dealings with ECSAT staff, contractors and visitors highly flexible, efficient, well organised and have an eye for detail

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Administrative Assistant in the EGNOS SBAS division

2019-01-24 18:31:51| Space-careers.com Jobs RSS

Vacancy in the Directorate of Navigation. ESA is an equal opportunity employer, committed to achieving diversity within the workforce and creating an inclusive working environment. Applications from women are encouraged. Post Administrative Assistant in the EGNOS SBAS division This post is for a limited duration of 4 years, nonrenewable, and is classified B2B4 on the Coordinated Organisations salary scale. Location ESTEC, Noordwijk, The Netherlands, with a resident assignment in Toulouse, France Description Under the direct responsibility of the Head of the Egnos and SBAS division, and working in close collaboration with the divisional Administrative Assistant, the postholder is responsible for providing administrative support to members of the division, in particular Duties Providing secretarial support to the Egnos Team handling of phone calls, registering of incomingoutgoing correspondence, maintaining records and files Organizing and following up of all the travel arrangement plans and MAS mission orders in line with Agency rules and practices Assisting and following up the meeting rooms booking requests and ensure set up of videoconferences Providing support and logistics in the organization of meetings with internal and external partners Handling leave requests, maintaining records and status of presenceabsence Ensuring continuity of service by acting as backup to the other Administrative Assistant of the Division Performing other duties as assigned by the Head of the Division Technical competencies Stateoftheart knowledge in area of responsibility at required level Proficiency in the use of the Agencys information systems, tools and applications, including online services on the internet Knowledge of the relevant Agency rules, processes and procedures Behavioural competencies Communication Continuous Learning Customer Focus Planning Organisation Results Orientation Self Motivation Education Assistant Level. Higher vocational Bachelors level or higher supplemented by professional training in administrative techniques andor in secretarial related activities. Proficiency in the languages of the Agency. Other Information For behavioural competencies expected from ESA staff in general, please refer to the ESA Competency Framework. The working languages of the Agency are English and French. A good knowledge of one of these is required. Knowledge of another Member State language would be an asset. The Agency may require applicants to undergo selection tests. The closing date for applications is 21 February 2019. If you require support with your application due to a disability, please email contact.human.resourcesesa.int. Please note that applications are only considered from nationals of one of the following States Austria, Belgium, the Czech Republic, Denmark, Estonia, Finland, France, Germany, Greece, Hungary, Ireland, Italy, Luxembourg, the Netherlands, Norway, Poland, Portugal, Romania, Spain, Sweden, Switzerland, the United Kingdom, Canada and Slovenia. According to the ESA Convention the recruitment of staff must take into account an adequate distribution of posts among nationals of the ESA Member States. When shortlisting for an interview, priority will first be given to external candidates from underrepresented Member States. see Nationality Targets In accordance with the European Space Agencys security procedures and as part of the selection process, successful candidates will be required to undergo basic screening before appointment. Apply HERE

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