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Executive Secretary
2019-01-17 10:29:55| Space-careers.com Jobs RSS
Vacancy in the Director Generals Services. ESA is an equal opportunity employer, committed to achieving diversity within the workforce and creating an inclusive working environment. Applications from women are encouraged. Post Executive Secretary This post is for a limited duration and is classified B5B6 on the Coordinated Organisations salary scale. Location ESA Headquarters, Paris, France Description Executive Secretary to the Director General. Duties Under the direct authority of the Director General and working in close collaboration with the Director Generals other Executive Secretary, the post holder will be responsible for providing the required administrative support to the Director General, including managing incoming and outgoing mail and documents, filtering correspondence and enquiries relevant to the Director Generals Office, synthesising information as appropriate and presenting related dossiers and background documents to the Director General, following up on actions, drafting replies to correspondence and enquiries when required ensuring the smooth and efficient daily running of the Director Generals Office the Director Generals comprehensive agenda management system, including managing and coordinating the planning of the Director Generals meetings and commitments, organising his diary and keeping him informed of all issues of concern during his absence providing complex travel arrangements, taking into account detailed needs of the Director General and travel partners, being available during travelling times to be able to address quickly lastminute changes, in close cooperation with the Executive Secretary liaising with ESA Directors for the management of the Director Generals activities on personal initiative or under instructions, collecting the information and documents necessary for the Director General to take action on given issues establishing dossiers as background to meetings and special studies interfacing with Delegations and officials outside ESA on behalf of the Director General organising VIP visits and the participation of the Director General in any other events as required by his position providing administrative support to the DGs Programme Advisor acting as backup to the other Executive Secretary performing other duties, as assigned by the Director General. Technical competencies Stateoftheart knowledge in area of responsibility at required level Proficiency in the use of the Agencys information systems, tools and applications, including online services on the internet Knowledge of the relevant Agency rules, processes and procedures Behavioural competencies Communication Continuous Learning Customer Focus Planning Organisation Results Orientation Self Motivation Education AssistantSenior Assistant level Higher Vocational Bachelor level or higher, supplemented by professional training in administrative techniques andor in secretarialrelated activities proficiency in the languages of the Agency. Additional requirements Applicants are expected to have an excellent command of English and French and the ability to work in a fastpaced working environment with shifting priorities. Other information For behavioural competencies expected from ESA staff in general, please refer to the ESA Competency Framework. The working languages of the Agency are English and French. Knowledge of another Member State language would be an asset. The Agency may require applicants to undergo selection tests. Please note that this post is for a limited duration until 31.12.2021 and in any case not longer than 4 years. The closing date for applications is 13 February 2019. If you require support with your application due to a disability, please email contact.human.resourcesesa.int. Please note that applications are only considered from nationals of one of the following States Austria, Belgium, the Czech Republic, Denmark, Estonia, Finland, France, Germany, Greece, Hungary, Ireland, Italy, Luxembourg, the Netherlands, Norway, Poland, Portugal, Romania, Spain, Sweden, Switzerland, the United Kingdom and Canada and Slovenia. According to the ESA Convention, the recruitment of staff must take into account an adequate distribution of posts among nationals of the ESA Member States. When shortlisting candidates, priority will first be given to internal candidates and secondly to external candidates from underrepresented Member States. see Nationality Targets In accordance with the European Space Agencys security procedures and as part of the selection process, successful candidates will be required to undergo basic screening before appointment. Apply HERE
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executive secretary
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Executive Secretary
2014-08-12 18:41:24| Space-careers.com Jobs RSS
For one of our main customers ESAESTEC, we are currently looking for an Executive Secretary, who will give secretarial and administrative support. Tasks and Responsibilities Coordination of training and conferences and keeping record of attendance. Ensuring price of tickets is in accordance with current rules for all business travel daytoday support to team regarding business travel arrangements and leave management 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 division arrivals office, phone, computer, security, access to databases, information systems and departures deregistration, etc. of division members ordering of office supplies and maintenance of stationary room and resources bookings for meetings andor events falling under the responsibility of the division tasks related to documentation management, distributionregistration of mail and documents organization of agenda and of meetings maintaining documents libraries for the division, including maintenance of change log, distribution lists, issue information notes to concerned users participation to organisation of events e.g. workshops, conferences as required support to visitor service including access control and 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. Experience and education Proficient in the English language, both written and spoken knowledge of another official ESA language is and asset Professional training in administrative andor clerical support, with a minimum of 2 years relevant working 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 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. About ATG Europe For more than 30 years, ATG Europe has been recognized as a leading contracting company supporting the European Aerospace industry. We are a truly international organization, hosting more than twenty different nationalities. We are always looking for highly educated, talented and ambitious employees, who feel at home in a diverse international working environment. ATG Europe employees are engaged in innovative projects performing to high standards and utilizing the full extent of their professional knowledge. Interested? Submit your CV and personal details through our website or send your application directly to recruitmentatgeurope.com. We encourage you to submit your CV in the Europass format. Click here to create a Europass CV. Security Check The selected candidate shall be subject to a general security screening within the boundary of the legal constraints in force. The security screening applies to the following actions The candidates degrees and certificates shall be verified for authenticity with the issuing school, college or university The candidate will be requested to sign a statement of good conduct declaring that heshe has no criminal record.
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