Administrative Assistant

Telespazio; Darmstadt; Vor Ort; EUR 42.000 - 54.000; Teilzeit

Zusammenfassung

ESOC in Darmstadt is seeking a motivated administrative professional to join the Secretarial Services team within the Administrative and Management Support Service. You will assist with meeting logistics, secretarial duties, newcomer setup and travel coordination while supporting a dynamic, international team.

The role requires strong MS Office skills, SAP knowledge, and experience with document management systems, with English as the working language and German as an asset.

Qualifikationen

• Secondary education with professional training in administrative techniques.
• Proficient in MS Office (Word, Excel, PowerPoint) and Outlook.
• Excellent organisational skills and attention to detail.
• Ability to work independently in an international, multicultural environment.
• Fluency in English; German knowledge is an asset.
• Experience with SAP and ESA financial/procurement processes.
• Experience with document management systems (ECLIPSE/Spice).
• Familiarity with SharePoint and Microsoft Teams.
• Understanding of service delivery principles and teamwork.
• Experience in public relations or related field.

Aufgaben

• Organisation of meetings, workshops, conferences and related logistics.
• Secretarial support.
• Newcomer handling (badge request, IT request, office accommodation).
• Public relations planning and support.
• Filtering correspondence and enquiries.
• Taking and producing minutes of meetings.
• Preparation of background data before meetings.
• Travel organisation.
• Financial activities in SAP, Manpower Planning and assignment in PLANISWARE.
• Booking the timesheets for staff members.
• Production of statistics for missions etc.

Kenntnisse

MS Office

Outlook

SharePoint

Teams

Public relations

English fluency

Organisational skills

Independent working

Multicultural environment

Meeting logistics

Ausbildung

Secondary education with admin training

Tools

SAP

ECLIPSE/Spice

Jobbeschreibung

As part of the Administrative Support domain, we are looking for a motivated and service-oriented professional to join our Secretarial Services team at ESOC. This opportunity is within the Administrative and Management Support Service, where you will play a key role in delivering high-quality administrative and management support while contributing to the effective day-to-day operations of the team. Working closely with colleagues, you will help ensure the smooth running of the service and support a dynamic and collaborative working environment.

Key Responsibilities

• Organisation of meetings, workshops, Conferences and related logistics
• Secretarial Support
• Newcomer handling (Badge request, IT request, Office Accommodation)
• Public Relations planning and support
• Filtering correspondence and enquiries
• Taking and producing minutes of meetings
• Preparation of background data before meetings
• Travel organisation
• Financial activities in SAP, Manpower Planning and assignment in PLANISWARE
• Booking the timesheets for Staff members
• Production of statistics for missions etc.

Essential Skills and Qualifications

• At least a secondary education and professional training in administrative techniques.
• Applicants must be highly proficient in MS Office (Word, Excel & PowerPoint) and Corporate E-mail Systems (Outlook).
• Strong proficiency in Microsoft Office applications, particularly Word, Excel, and PowerPoint, as well as experience using corporate email systems such as Outlook.
• Excellent organisational skills, with a keen eye for detail and the ability to build and maintain effective working relationships.
• A proactive, self-motivated approach, with the ability to work independently and effectively in an international and multicultural environment.
• Fluency in English, which is the Agency's primary working language. Knowledge of German would be considered an asset.
• Practical knowledge of SAP and familiarity with ESA financial and procurement processes.
• Experience using document management systems, such as ECLIPSE/Spice.
• Proficiency in Microsoft SharePoint and Microsoft Teams.
• A good understanding of service delivery principles and the ability to work effectively as part of a service-oriented team.
• Previous experience in public relations or a related field.