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Administrative Assistant
2018-08-20 10:26:36| Space-careers.com Jobs RSS
Specific Tasks Perform daily the regular secretarial functions, including mission travel arrangements, meetings organization and assistance, support to conferences and more in general to events, invited talks, workshops organization. Assist new members with respect to take up duty logistics. Support the recruitment process for RF, YGT and stagiaires maintaining a close working relation with ESA HR. Maintain and develop the group documentation system and for TECSF the institutional knowledge. Support the organisation of the mediarelations and act as daytoday interface with the ESTEC Communications Office as needed. In particular for TECSF Have affinity with the specificities of an academic environments flat hierarchical structure, open free speech environments, frequent testing of new tools, methods and techniques, frequent but lowcost conference participations. Need to be familiar user level or quickly get familiar with new web technologies for the groups internal organisation use of wikis, blogs, svn, git, etc.. Assist TECSF members in exploring new technologies and techniques and in disseminating its scientific results. Photo and video documentation of ACT events and their communication via TECSF communication channels website, twitter, youtube, diigo,wiki, social networks etc. Help to create media content to support the TECSF research result communication images, short videos, etc.. Be comfortable with checking and correcting English language, especially proof reading TECSF webstories and where needed scientific papers. Keep a very close working relationship with the team members located in Paris. In particular for TECSYE Support in organising administrativelly technical studies performed in the facility called Concurrent Design facility CDF, in particular implementation the work package for the studies in the manpower booking system. Provide administrative assistance to the CDF. Requirements The post will be providing secretarial and administrative assistance to the Advanced Concepts Studies Office TECSF and to the System and Concurrent Engineering Section TECSYE. The post will be shared between these two entities. The ideal candidate must be autonomous in carrying out the tasks assigned with a strong sense of dedication and motivation. Due to the shared position between TECSYE and TECSF, flexibility and excellent organisation skills are a must. Good interpersonal skills and the ability to work in a team with the other administrative assistants in the department and with the technical teams. Good communication skills are needed. Knowledge or demonstrated interest in academic research and technical environment is an asset. Knowledge in audiovideo communication, including the new web technologies or interest to learn is an asset. Open to and interested in new technologies and techniques.
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Administrative Assistant
2018-08-03 16:27:14| Space-careers.com Jobs RSS
Specific Tasks The work package covers provision of secretarial and administrative support to ESA organisational entities Divisions, Services, Offices and Projects called Unit herein. It includes the following tasks Provision of direct administrative support, in particular preparing and processing data, drafting and computing documents minutes, correspondence,, spreadsheets, presentations, reports and background files proactively following up actions, especially in meeting internal and external commitments and keeping deadlines paper and electronic records filing and archiving in document databases information management and data collection where applicable organizing logistics for meetings, workshops supporting the organization of visits and events with internal and external partners providing support for the preparation and approval cycle of documentsproviding minutewriting services supporting the Education Office outreach team with i logistics and organizational tasks when requested ii web and social media publication when requested. Collecting and consolidating outreach figures, statistics and participation data generated by the Offices activities preparing structured analytical yearly reports being the focal pointinterface liaising with other services for smootheffective running of the business liaising with other secretariats for effective coordination maintaining and populating documentation databases keeping track and storage of documents supporting the effective functioning of the Education Offices team and liaising with local facilitysite and other support services as necessary. Requirements Senior Assistant level with a minimum of 5 years experience in administrative duties. Appropriate skills and specific experience in the following fields Stateoftheart and proven knowledge in area of responsibility at required level. Proficiency in the use of the Agencys information systems, different tools including CURSA and applications is an asset Knowledge of internet development, publication tools and media. Knowledge of the relevant Agency rules, processes and procedures is an asset Communication. Continuous Learning. Customer and Service Focus. Planning Organization. Results Orientation. Self Motivation.
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administrative
administrative assistant
assistant administrative
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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administrative
administrative assistant
assistant administrative
Administrative Assistant
2018-05-25 10:28:18| Space-careers.com Jobs RSS
Aurora is an established supplier of skilled manpower to ESA and in particular at ESTEC and ESAC. Aurora has the opportunity to expand our support to ESA in the domain of BMC Business Management, Controlling Administration. Happiness of our employees has proven key to obtaining excellent results and a client who also regards us highly for excellent service. Overview The work package covers provision of secretarial and administrativesupport to ESA organisational entities Divisions, Services, Offices andProjects called Unit herein. The principle tasks and responsibilities will include preparing and processing data, drafting and computing documents minutes, correspondence,, spreadsheets, presentations, reports and background files proactively following up actions, especially in meeting internal and external commitments and keeping deadlines paper and electronic records filing and archiving in document databases information management and data collection where applicable organizing logistics for meetings, workshops supporting the organization of visits and events with internal and external partners providing support for the preparation and approval cycle of documents providing minutewriting services supporting the Education Office outreach team with i logistics and organizational tasks when requested ii web and social media publication when requested collecting and consolidating outreach figures, statistics and participation data generated by the Offices activities preparing structured analytical yearly reports being the focal pointinterface liaising with other services for smootheffective running of the business liaising with other secretariats for effective coordination maintaining and populating documentation databases keeping track and storage of documents supporting the effective functioning of the Education Offices team and liaising with local facilitysite and other support services as necessary. Specific qualification requirements Education Bachelors level or higher. A minimum 5 yearsexperience in similar duties. Stateoftheart and proven knowledge in area of responsibility at required level. Proficiency in the use of the Agencys information systems, different tools including CURSA and applications is an asset. Knowledge of internet development, publication tools and media. Knowledge of the relevant Agency rules, processes and procedures is an asset Communication. Continuous Learning. Customer and Service Focus. Planning Organization. Results Orientation. Self Motivation. Proficient in the English language, both written andspoken knowledge of another official ESA languageis and asset. Legal and Security Requirements All applicants must be legally allowed to work in The Netherlands Applicants are required to provide a copy of their passport and degree certificate. Aurora will validate the Degree with the issuing University and provide evidence to ESA. Prior to issuing a letter of employment the applicant shall provide to Aurora a recent official document declaring that they are of good conduct from the country where currently resident. Location The work will be performed at the European Space Technology and Research Centre ESTEC at Noordwijk, The Netherlands. Contract The selected candidate will receive good remuneration in line withESA Job Class. Will be registered for both social security and tax in the Netherlands. The standard working hours are 40 per week. There are 12 public holidays and an additional 30 annual days holiday. Training to improve efficiency and provide strength for future career are of course included. Aurora assist with relocation both with support and financially. Aurora contributes to a company pension scheme. To be considered for this Position Provide prior to 15 June 2018a summary of why you are a good candidate for the position together with a complete and detailed Candidate Proposal Formor CV and Motivation Letter to Mr. Davide Starnone, at emaildavide.starnoneaurora.nlquoting reference BMCDG35. Aurora will agree conditional employment terms and conditions with candidates before presenting them by 21 June 2018, 13.00 hours.
Tags: assistant
administrative
administrative assistant
assistant administrative
Administrative Assistant
2018-05-24 16:26:33| Space-careers.com Jobs RSS
Position Reference 035 You will have the opportunity to provide secretarial and administrative support to ESA organisational entities Divisions, Services, Offices. Tasks and Activities The scope of work will include Preparing and processing data, drafting and computing documents minutes, correspondence,, spreadsheets, presentations, reports and background files Proactively following up actions, especially in meeting internal and external commitments and keeping deadlines Paper and electronic records filing and archiving in document databases information management and data collection where applicable Organizing logistics for meetings, workshops supporting the organization of visits and events with internal and external partners Providing support for the preparation and approval cycle of documents Providing minutewriting services Supporting the Education Office outreach team with i logistics and organizational tasks when requested ii web and social media publication when requested. Collecting and consolidating outreach figures, statistics and participation data generated by the Offices activities preparing structured analytical yearly reports Being the focal pointinterface liaising with other services for smootheffective running of the business liaising with other secretariats for effective coordination Maintaining and populating documentation databases keeping track and storage of documents Supporting the effective functioning of the Education Offices team and liaising with local facilitysite and other support services as necessary. Skills and Experience The following skills and experience are mandatory You have a Bachelors level or higher with a minimum 5 years experience in similar duties. Stateoftheart and proven knowledge in area of responsibility at required level. You are proficient in the use of the Agencys information systems, different tools including CURSA and applications is an asset You have a good knowledge of internet development, publication tools and media. You are fluent in English. You have good communication skills. You are Customer and Service Focus. You are organized. You are results oriented. The following skills would be highly desirable You have a good knowledge of the relevant Agency rules, processes and procedures 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 18062018. 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.
Tags: assistant
administrative
administrative assistant
assistant administrative
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