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Administrative Assistant Secretarial Services wmd
2021-07-16 15:12:58| Space-careers.com Jobs RSS
Telespazio Germany GmbH is the first choice European aerospace company for ICT and engineering solutions and services. We combine 40 years of experience in hightechnology markets, where trust and quality are essential. With more than 400 employees in Germany, we shape the future of aerospace together and beyond. Our staff play a key role in determining our success through their qualifications, motivation, enthusiasm, different cultural backgrounds and their sense of teamwork. We are passionate about delivering exciting Space Programs for and with our customers. Through our large frame contracts with ESOC, EUMETSAT and DLR, we offer a futureoriented and trusting work environment, multicultural teams, as well as challenging jobs on space missions for graduates up until experienced professionals. The Position As part of the Administrative Support domain, we are looking for a new team member to complement our existing team in the area of Secretarial Services. This specific opportunity is relating to the Administrative and Management Support Service. This position is based at ESOC in Darmstadt. It is fulltime and permanent and expected starting date will be around October 2021. We are looking forward to meeting you! ResponsibilitiesDuties Organisaiton of meetings and related logistics Secretarial Support Public Relations planning and support Filtering correspondence and enquiries Taking and producing minutes of meetings Preparation of background data prior to meetings Travel organisation Production of statistics for missions etc. QualificationsExperience Applicants must have a secondary education and professional training in administrative techniques. Essential Skills Applicants must be highly proficient in MS Office Word, Excel PowerPoint and Corporate Email Systems Lotus NotesOutlook. Shehe is expected to demonstrate good organisation skills, attention to detail and the ability to establish and maintain effective working relationships. Selfmotivation and the ability to work independently in an international environment. The working language of the Agency is predominantly English. Fluency in English and German spoken and written is mandatory. Desirable Skills User knowledge of SAP and the ESA financial and procurement processes. Experience with Documentation Management Systems, such as ECLIPSE. Experience with SharePoint and Skype for Business. Understanding the concepts and requirements for service delivery as part of a service team. Your Benefits of joining us Worklife balance Flexible working hours, home office, sabbatical time off for travelling around the world, extended parental leave, further education, etc., option to work part time Financial benefits Company pension plan, net wage optimisation programme including IT bicycle leasing, discounted annual ticket for public transport, employer loans, etc. Employee recommendation scheme We are grateful when our employees support us in finding new recruits. You will receive a bonus of 1,500 EUR to 3,000 EUR per successful recommendation Relocation support We offer our newcomers a relocation lump sum and support you in finding a suitable new home as well as in finding a school or nursery for your children and much more. Should need be, this can even include support in the search for a job for your partner. Career development For us, further education and training are an essential part of people management, because this is the only way we can achieve our goal, namely a longterm and successful work relationship with you. Would you like to change your professional focus and work on other projects or change geographically? We will support you here as well. Company event and activities We have BBQs, Christmas parties and TGIF Thank God Its Friday events. On top of that, we organise teambuilding events and events internal to departments to promote team spirit. Let us know if you have creative ideas for corporate events or new initiatives that you would like to introduce to our company culture, no matter whether they are of artistic or technical nature. Application Are you equally inspired by our visions and dreams? Get in touch with us today and send us your application! Your HR Contact for this position is Melanie Giesche. We would be glad to hear your feedback about the quality of the above job description, under this Form Candidate Experience it is anonymous and takes less than two minutes. Our mail servers are using an antispam module that regularly checks global spam lists. If you are not able to send us an email, it might be because the mail server of your mail provider is listed on one of these lists. We therefore recommend you to use our application form at httpswww.telespazio.dejobs.
Tags: services
assistant
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Administrative Assistant
2021-02-08 18:12:34| Space-careers.com Jobs RSS
Please submit your application by 03022021 1159 Prague time The only means of submitting an application for this vacancy is through the GSA erecruitment portal httpswww.gsa.europa.eugsajobsopportunities ABOUT THE JOB The European GNSS Agency is looking for an Administrative Assistant with strong organisational skills to join our dynamic and expanding EU Agency. The jobholder will mainly provide administrative and organisational support to the Executive Director, Heads of Department andor their teams. For more information on the GSA and the European satellite navigation programmes, click here. TASKS AND RESPONSIBILITIES The Administrative Assistants tasks and responsibilities will in principle include the following areas Supporting the daily running of the Executive Directors office or department of assignment Managing of calendarsagendas and mails, including categorising and redistribution Coordinating and organising meetings and events, including all logistical aspects Categorising and prioritising files submitted to the Executive Director or Head of Department Keeping track of work in progress and ensuring the follow up of assigned projects until completion Drafting correspondence, preparing relevant minutes, reports, statistics, notes, presentations, updating databases and proofreading of documents related to the activities of the department Providing assistance in document management tasks for both electronic and physical archives Facilitating internal communication and promoting information flow within the Agency Handling travel and accommodation arrangements and processing reimbursement claims in accordance with applicable rules Assisting in matters related to financial and human resources management, procurement, ICT and facilities matters Supporting the integration of new team members Taking on additional responsibilities as required in the interest of the service MINIMUM QUALIFICATIONS The selection procedure is open to applicants who satisfy the following eligibility criteria, on the closing date for application postsecondary education attested by a diploma, OR secondary education attested by a diploma giving access to postsecondary education and appropriate professional experience of three years Be a national of a Member State of the European Union or Norway Be entitled to his or her full rights as citizen Have fulfilled any obligations imposed by the applicable laws concerning military service Meet the character requirements for the duties involved Have a thorough knowledge of one of the languages of the European Union and a satisfactory knowledge of another language of the European Union to the extent necessary for the performance of hisher duties Be physically fit to perform the duties linked to the post APPLICATION PROCEDURE In order to consider your application valid, you are required to log in and submit application through the GSA erecruitment portal httpswww.gsa.europa.eugsajobsopportunities A full job description and further information on the application procedure can be found here httpsvacancies.gsa.europa.euJobsVacancyDetails1471
Tags: assistant
administrative
administrative assistant
assistant administrative
Administrative Assistant
2020-09-16 11:13:40| Space-careers.com Jobs RSS
Position Reference 628 We are currently looking for an Administrative Assistant to work in the city of Noordwijk, The Netherlands. Tasks and Activities The scope of work will include Analysing incoming mailpaper and email and presenting these data in an organized and prioritized manner to the Head of Department. Ensuring that important and urgent mail reaches the HDepartment Office to ensure timely responses and followingup of actions. Supporting the Department Head in the preparation and follow up of administrative, organizational as well as contractual matters. Support and follow up the Department programmes activities and milestones in liaison with the Head of Department. Manage the procurement of promotional items for the Department in liaison with the Project Controllers including preparation of requirements. On personal initiative or on instructions, collecting information and documents necessary for the Department Staff to take action on given issues. Maintaining TIAP master data in ESAP in particular for Timesheet approval and for Procurement actions follow up of shopping carts and POs approval. Preparation of monthly ESAP reports about Departmental time sheets approval. Coordinating actions with other assistants of the department and interface with the other assistants of the Directorate. Interfacing and coordinating activities and meetings within TIAP department and with the other TIA or ESA departments and support on administrative matters related to use of the relevant systems. 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 before submission for TIAP Head of Departments approval. Drafting of replies to correspondence and inquiries as appropriate and handling of the registration and distribution of correspondence and filing meetings and missions. Answering incoming calls and performing a prescreening of these calls for direct connection with the Department Head or for reply at a later time. Keeping organized records of these calls and checking closure and follow up Administration. Planningcoordinating the Department Head agenda, commitments and meetings, organizing the missions and keeping the Department Head informed on all issues of concern. Preparingcoordinating and monitoring the timely completion of inputs for Directorates meetings supervising the preparation of filesreports for such meetings and special subjects. Preparation of the Department Heads missions and travel arrangements and associated mission claims. Organizing VIP events and participation of the Department Head to any other events as required by his position. Collecting and filing of documentation and in particular JCB, legal and financial documents. Establishing and maintaining the structure and records and files on the Management Information Systems such as Eclipse, SharePoint. Skills and Experience The following skills and experience are mandatory University degree preferably in Business and administration discipline. Solid and multiple years of experience in assisting Senior Executive. Proven sense of confidentiality. 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 ESAP, Eclipse is required. Strong knowledge of MS Office tools, in particular Excel and PowerPoint. Proficiency in the English language, both written and spoken. The following skill would be highly desirable Good knowledge of French language. 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 08102020. Preference will be given to candidates eligible for an EU or national personal security clearance at the level of CONFIDENTIAL or above.
Tags: assistant
administrative
administrative assistant
assistant administrative
Administrative Assistant
2020-07-08 10:12:31| Space-careers.com Jobs RSS
Position Reference 094 RHEA Group is a growing international company, focusing on providing innovative, marketready solutions and services in our key sectors of Space and Security for both commercial and institutional customers. We employ over 500 staff working across 10 different countries. We work with distinguished clients such as the European Space Agency, EUMETSAT, NATO, European Commission, Canadian Government and national space agencies. When you work for RHEA, you will have the opportunity to work alongside some of the best talented minds and experts in our industries, either working at our clients sites on some of the most exciting space missions or on cuttingedge projects in security, concurrent design, data and ground systems within our own offices. To attract the best candidates, RHEA offers our employees competitive remuneration packages, unique career opportunities, individualised training and development programmes and local relocation support to take the stress out moving to another country or city. We are recruiting now. We understand your concerns during this period of a global pandemic and we will work with you, at your pace ensuring your questions are answered and maximum flexibility is offered. We are currently looking for an Administrative Assistant to work in Noordwijk. You will have the opportunity to provide secretarial and administrative support to ESA organisational entities Divisions, Services, Offices and Projects called Unit herein based at ESTEC. Tasks and Activities The scope of work will include 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. 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. Skills and Experience The following skills and experience are mandatory Completed secondary education and professional training in administrative andor clerical support. Proficient in the English language, both written and spoken knowledge of another official ESA language is and asset. High level of flexibility as well as initiative and team spirit. Easy contact with personnel and wellbalanced autonomy in the execution of the requested tasks. Rigor, commitment and reliability in the execution of the assigned tasks. Highly proficient with modern electronics office automation tools, in particular Microsoft Office suite and electronic mailing preferably Lotus Notes. Ability to communicate with industry counterparts in the execution of the project specific tasks. Capacity to identify priority actions and handle high workload. The following skills would be highly desirable Familiarity with ESA working environment in a similar position. 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 23072020. 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
Administrative Assistant
2020-06-29 16:13:41| Space-careers.com Jobs RSS
Vitrociset Belgium is an international company which specializes in the space industry for over 30 years. The European Space Agency is our biggest client and we provide highly qualified employees to many sites of ESA mainly in the Netherlands, Germany, Spain, France, and the UK. Currently, we are looking for a highly enthusiastic Administrative Assistant who will work for Vitrociset Belgium, in the Netherlands. SPECIFIC TASKS 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. 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. Management internal office administration activities, as required. REQUIREMENTS Secondary education and professional training in administrative techniques or in secretarial related activities Proficient in the English and Dutch language, both written and spoken is mandatory Proactiviness and problem solving attitude Intermediate to advanced Excel skills Ability to work in a changing environment, openminded Ability to interact with people at different level leveraging the communication style according to the situation, the hierarchy, the cultural environment. Start up experience is an advantage DEADLINE ASAP
Tags: assistant
administrative
administrative assistant
assistant administrative