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Secretary Administrative Assistant

2020-04-02 16:16:37| Space-careers.com Jobs RSS

HE Space is a successful international space company. For nearly 40 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 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 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 taking 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 Documentation management related support to project reviews Managing documentation system e.g. Eclipse, registration distribution exchange archiving of documents Support to launch campaign preparations Being prepared to travel and colocate for extended periods several weeks at the launch site Secretarial and administrative support at the launch site during extended hours and during weekends. Skills Experience You will have the following qualifications and relevant experience 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 Proficiency 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 Familiarity with ESA working environment in a similar position is a distinct advantage Fluency in English is mandatory knowledge of another European language is an advantage. This job is located in Noordwijk. We welcome applicants who are available from July 2020 or as soon as possible thereafter. If you think you have what it takes for this job, please send your CV together with a letter of motivation both in English and in Word to Mr Leandros Foteinias, by clicking on the button Apply for this job quoting job NL SC4277 before 11Jun20. An exciting and dynamic international working environment awaits you!

Tags: assistant administrative secretary

Secretary Administrative Assistant

2020-04-01 18:18:37| Space-careers.com Jobs RSS

Job Introduction At Serco not only is the nature of the work we do important, everyone has an important role to play, from caring for vulnerable people to managing complex public services. We are a team of 50,000 people responsible for delivering essential public services around the world, we are innovators,committed to redesigning and improving public services for the benefit of everyone. Serco and Proud Make a difference every day. We currently have an exciting opportunity for a Secretary Administrative Assistant, based in Noordwijk Netherlands. Main Responsibilities The ideal candidate will focus on the focus 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 taking minutes of coordination meetings for the Unit. Participation to organisation of events e.g. workshops, conferences as required. In addition to the above, that corresponds 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. Documentation management related support to project reviews. Managing documentation system e.g. Eclipse, registration distribution exchange archiving of documents. Support to launch campaign preparations. Being prepared to travel and colocate for extended periods several weeks at the launch site. Secretarial and administrative support at the launch site during extended hours and during weekends. Collection and escort of visitors from ESTEC Security Gate to location. The Ideal Candidate Appropriate skills and specific experience in the following fields are required 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 Familiarity with ESA working environment in a similar position is a distinct advantage Important Any offer of employment is contingent upon you providing documents to verify your identity and employment eligibility, as required by law. Applicants are reminded that they will be requested to produce such documentation during the recruitment process. Please contact a member of the recruitment team if you require further details of acceptable types of documentation required for verification of identity and work authorization. Data Protection When creating a profile on the Serco Career Centre you agreed to the Data Protection policy, a copy is available upon request. You may submit a written request revoking your consent to this agreement at any time.

Tags: assistant administrative secretary

Secretary Administrative Assistant

2020-03-23 18:17:52| 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. Your career is very important to us, therefore, we provide a permanent contract with great benefits, good salary, relocation package and genuine support to our employees. Currently, we are looking for a highly skilled Secretary Administrative Assistant who will work for ESTEC, in the Netherlands. SPECIFIC TASKS Coordinating actions with other secretaries of the department. Planningcoordinating the commitments and meetings, organizing calendar and keeping the Department Offices 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 Department Staff to take actions on given issues. Maintain and manage confidential information. Analyzing incoming mailpaper 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 TIAT office and other Department offices organizing and coordinating high level meetings e.g. Steering Boards with Industry. Ensuring the diffusion of information between the Head of Office and the ProgrammesProject Teams. Answering incoming calls and performing a prescreening of these calls for direct connection with the Head of Office 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 Department 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. For the execution of the tasks the contractor will be expected to use related ESA Corporate software tools, documentations systems, and databases and interface with the relevant actors across the Agency. Provide support to ensure 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 related to use of the relevant systems. Supporting the ISO management system and processes. 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 Qualification from a recognized Institution of secondary studies or equivalent qualification in Business Administration, Economics, Management or related field, together with an administrative background and experience in the disciplines related to the tasks under consideration. Business administration Excellent communication skills. Ability to interface at appropriate level with relevant actors within and outside the Department. Ability to readily assimilate and coordinate input data and providing timely output to the hierarchy. Reliability, rigor and initiative in the execution of the assigned work. Proven sense of confidentiality. Experience of Documentation management Languages skills Fluent English competence in other languages such as French, Italian, German, Spanish is appreciated. Excellence in the use of standard office automation support software packages and of commercial database system and electronic mail. DEADLINE 10052020

Tags: assistant administrative secretary

Secretary Administrative Assistant

2020-03-16 16:16:08| Space-careers.com Jobs RSS

At Serco not only is the nature of the work we do important, everyone has an important role to play, from caring for vulnerable people to managing complex public services. We are a team of 50,000 people responsible for delivering essential public services around the world, we are innovators,committed to redesigning and improving public services for the benefit of everyone. Serco and Proud Make a difference every day. We currently have an exciting opportunity for a Secretary Administrative Assistant, based in ESTEC, Noordwijk Netherlands. . Main Responsibilities The right candidate will carry out the following tasks Coordinating actions with other secretaries of the department. Planningcoordinating the commitments and meetings, organizing calendar and keeping the Department Offices 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 Department Staff to take actions on given issues. Maintain and manage confidential information. Analyzing incoming mailpaper 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 TIAT office and other Department offices organizing and coordinating high level meetings e.g. Steering Boards with Industry. Ensuring the diffusion of information between the Head of Office and the ProgrammesProject Teams. Answering incoming calls and performing a prescreening of these calls for direct connection with the Head of Office 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 Department 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. For the execution of the tasks the contractor will be expected to use related ESA Corporate software tools, documentations systems, and databases and interface with the relevant actors across the Agency. Provide support to ensure 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 related to use of the relevant systems. Supporting the ISO management system and processes. 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. The Ideal Candidate Specific Competence and Requirements Qualification from a recognized Institution of secondary studies or equivalent qualification in Business Administration, Economics, Management or related field, together with an administrative background and experience in the disciplines related to the tasks under consideration. Business administration experience. Excellent communication skills. Ability to interface at appropriate level with relevant actors within and outside the Department. Ability to readily assimilate and coordinate input data and providing timely output to the hierarchy. Reliability, rigor and initiative in the execution of the assigned work. Proven sense of confidentiality. Experience of Documentation management Languages skills Fluent English competence in other languages such as French, Italian, German, Spanish is appreciated. Excellence in the use of standard office automation support software packages and of commercial database system and electronic mail. Important Any offer of employment is contingent upon you providing documents to verify your identity and employment eligibility, as required by law. Applicants are reminded that they will be requested to produce such documentation during the recruitment process. Please contact a member of the recruitment team if you require further details of acceptable types of documentation required for verification of identity and work authorization. Data Protection When creating a profile on the Serco Career Centre you agreed to the Data Protection policy, a copy is available upon request. You may submit a written request revoking your consent to this agreement at any time.

Tags: assistant administrative secretary