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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

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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.

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Secretary Administrative Assistant

2013-04-16 10:38:04| 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 engineering support for a full time position based in the area of Harwell, UK. 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. Location Harwell, UK Application deadline 080513 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.

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CAS DataLoggers Hires New Administrative Assistant

2013-04-04 06:00:00| Industrial Newsroom - All News for Today

Liz Zala Joins the Team at CAS<br /> <br /> <a href="http://CAS Data Loggers">CAS Data Loggers</a> is pleased to announce it has hired a new Administrative Assistant to accommodate its increased customer base. Liz Zala joined the team in late March and performs database maintenance, data entry, helps direct sales leads, and more. Liz has enrolled in Ohio State University and supports an experienced sales team of trained Applications Analysts with a combined 100 years of electrical engineering ...

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Notice of Public Hearing: Special Event Permitting Administrative Rules

2013-04-03 01:06:21| PortlandOnline

The purpose of this hearing is to provide an opportunity for public comment on changes to the administrative rules pertaining to Special Event Permitting prior to adoption.

Tags: special public notice event

 

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