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Secretary Administrative Assistant
2013-06-11 11:35:57| Space-careers.com Jobs RSS
HE Space is a successful international space company. For 30 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 Netherlands. Secretary Administrative Assistant Key Tasks and Responsibilities In this role you will be working in the Directorate of Earth Observation Programmes DEOP at ESAESTEC and have the following responsibilities Daytoday support 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 Organise arrivals office, phone, computer, security, access to databases, information systems and departures deregistration, etc. Ordering of office supplies and maintenance of stationery Room and resources bookings for meetings andor events Administration and handling of shipment of goods and express mail Tasks related to documentation management, distributionregistration of mail and documents Organise agendas and meetings Maintain documents libraries, including maintenance of change log, distribution lists, issue information notes to concerned users Maintain and follow up actions lists and taken minutes of coordination meetings for the Unit Participation to organisation of events e.g. workshops, conferences as required. Skills Experience You will have the following qualifications and relevant experience Secondary education and professional training in administrative techniques or in secretarial related activities Several years of experience in a similar role Proficient in the use of office automation tools such as MS Office and Lotus Notes Excellent organisational and communication skills coupled with attention to detail Able to prioritise and to handle a high workload Familiarity with ESA working environment in a similar position would be an advantage Fluent in English, knowledge of another ESA Member State language is an asset. This job is located in Noordwijk. We are looking for candidates who are available from August 2013 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 Ms Sarah Gonschorek at jobshespace.com, quoting job reference NLSC2028 before 02Jul13. An exciting and dynamic international working environment awaits you!
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assistant secretary
Secretary Administrative Assistant
2013-06-03 15:37:13| Space-careers.com Jobs RSS
RHEA the fastest growing leading Belgian SME providing system engineering solutions and professional engineering services to the international space industry is recruiting experienced business support for a full time position based in the area of Noordwijk, The Netherlands. Description The work package covers provision of secretarial and administrative support to ESA organisational entities Divisions, Services, Offices and Projects called Unit herein 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 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 Task Description The postholder shall provide secretarial and administrative assistance to the SATAIS Satellite Project TIAPA and the IrisAntares Project TIAPI, within the Telecommunications Satellite Programmes Department TIAP. ensure secretarial and administrative tasks for both the SATAIS and IrisAntares Programmes be responsible for the SATAIS and IrisAntares Programmes Configuration and Documentation Management Eclipse establish and maintain records and files for the other Projects and for the Department including Document Management System Eclipse be responsible for agenda management, requiring interaction with both internal and external executives and assistants, to coordinate a variety of complex executive meetings, using WEB and Video conferencing tools answer phones and direct incoming calls to appropriate party communicate and handle incoming and outgoing electronic communications on behalf of hisher Managers organizing meetings and preparing travel arrangements missions participate with hisher managers in meeting and take minutes assist hisher managers with preparation of presentation materials MSPowerPoint, MSExcel, MSWord, PDF, etc. prepare and process data, documents and presentation material in English composing routine correspondence and documents check for correct authorization, substantiating documentation and adherence to Agency rules and practices ref. leave, mission, conference, authorisation with regards to Staff Rules and Regulations, as well as Financial and Contractual procedures. 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 Good Knowledge of Documentation Management SystemEclipse Candidates are expected to demonstrate good organizational skills, attention to details and the ability to establish and maintain effective working relationships Candidates should possess good communication skills A fluent knowledge of the English language is required. Location Noordwijk, The Netherlands Application deadline 29062013 If you are interested, please send your Word format CV as well as a Cover Letter to Lena Englander, Recruitment Manager at careeropportunitiesrheagroup.com Please do not hesitate to contact us for more information. RHEA provides you with an attractive employment package based on the candidates experience, the opportunity to build experience in the space sector and to grow within an international company. RHEA is an independent Space Engineering Consulting and Software company that offers knowledgebased services and innovative solutions to the space industry. Our technical expertise is coupled with the provision of software tools for both Space and Ground segments. For the past 18 years RHEA has supported over 40 space missions, including comet chasers, planetary and Moon missions, deep space astronomy experiments to understand the fundamental laws of physics, climate monitoring, meteorology, navigation and communications. Rhea is the market leader for MOIS solutions and procedure management systems. Rhea has successfully brought together engineers and scientists from 13 nationalities to support its clients across 7 European countries, Canada and the USA.
Tags: assistant
administrative
secretary
assistant secretary
Secretary Administrative Assistant
2013-06-03 15:37:12| Space-careers.com Jobs RSS
HE Space is a successful international space company. For 30 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 Netherlands. Secretary Administrative Assistant Key Tasks and Responsibilities In this role you will be working in the Directorate of Telecom Integrated Applications DTIA at ESAESTEC and have the following responsibilities Ensure secretarial and administrative tasks Be responsible for the Programme Configuration and Documentation Management Establish and maintain records and files Be responsible for agenda management Anwer phone and direct incoming calls to appropriate party Communication and handling of incoming and outgoing electronic communications Organisation of meetings and preparation of travel arrangements Participation in meetings and taking minutes Assistance to managers with preparation of presentation materials using different tools Prepare and process data, documents and presentation material in English Composing routine correspondence and documents Check for correct authorization, substantiating documentation and adherence to Agency rules and practices ref. leave, mission, conference, authorisation with regards to Staff Rules and Regulations, as well as Financial and Contractual procedures. Skills Experience You will have the following qualifications and relevant experience Several years of experience as an administrative assistant at the executive level Secondary education and professional training in administrative techniques or in secretarial related activities Deep knowledge of MS Office, including Word, Excel, PowerPoint, Project, Visio and Outlook Knowledge of Documentation Management System Eclipse Excellent organisational and communication skills, attention to detail Able to prioritise and to handle a high workload Fluent in English, knowledge of another ESA Member State language is an asset. This job is located in Noordwijk. We are looking for candidates who are available from July 2013 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 Ms Sarah Gonschorek at jobshespace.com, quoting job reference NLSC2023 before 24Jun13. An exciting and dynamic international working environment awaits you!
Tags: assistant
administrative
secretary
assistant secretary
Secretary Administrative Assistant
2013-04-16 15:35:13| Space-careers.com Jobs RSS
HE Space is a successful international space company. For 30 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 In this role you will work at ESAs Telecommunications and Integrated Applications team at Harwell. You will have the following responsibilities Daytoday business travel arrangements support to TIA personnel Leave management, notification of absences and coordination of training Dealing with incoming telephone calls and information requests Dealing with incoming outgoing correspondence and documentation in the data management system Maintain calendars and common mailing addresses Act as first point of contact for new TIA staff and interface with HR and relocation agencies Support the recruitment process for TIA YGT Research Fellowship schemes Arrange videoconferences and meetings for the TIA team as well as external organisations at the Harwell Centre Provide administrative and logistic support for events on behalf of TIA and maintain TIA input to the Centre future events calendar Visitor management including arrangement of onsite access, hosting and organisation of tours for TIA visitors Provide logistic support to the TIA Director during visits to the Harwell site. Skills Experience You will have the following qualifications and relevant experience Secretarialadministrative degree or proficiency certificate High level of flexibility as well as initiative and team spirit Highly proficient with modern electronics office automation tools in particular Microsoft Office suite and electronic mailing preferably Lotus Notes Rigor, commitment and reliability in the execution of the assigned tasks as well as discretion Excellent interpersonal and communication skills Capacity to identify priority actions and handle high workload Familiarity with ESA working environment in a similar position would be an asset Proficiency in English is mandatory, the knowledge of another European language will be an advantage. This job is located in Harwell, UK. We are looking for candidates who are available from June 2013 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 to Ms Corrina Scheepmaker at jobshespace.com, quoting job reference NLSC1995 before 06May13. An exciting and dynamic international working environment awaits you! Apply for this job
Tags: assistant
administrative
secretary
assistant secretary
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.
Tags: assistant
administrative
secretary
assistant secretary
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