Administrative Assistant (12 months contract)

HE Space; Paris; Sur place; EUR 30 000 - 40 000; Plein temps

Résumé du poste

A dynamic international organization located in Paris is seeking an administrative support professional to provide comprehensive aid toUnit personnel. Responsibilities include managing travel arrangements, office logistics, and communication both internally and externally. The ideal candidate will possess a high school education, proficiency in Microsoft Office, and experience supporting large teams. Fluency in English is essential, and knowledge of another European language is advantageous. Join an inclusive work environment focused on diversity and respect.

Qualifications

• Relevant experience in administrative support roles is essential.
• Experience in a similar position within ESA is a distinct advantage.
• Familiarity with handling travel arrangements and office logistics.

Responsabilités

• Provide day-to-day support to Unit personnel regarding travel and training.
• Manage incoming calls and requests efficiently.
• Maintain documents and ensure organizational support for events.

Connaissances

Fluency in English

Knowledge of another European language

Proficiency in Microsoft Office Suite

Experience in supporting large teams

Formation

High school education (or higher)

Outils

Modern electronics office automation tools

Description du poste

Job Description

As part of a dynamic team at ESA HQ, you will have the following responsibilities :

• Day-to-day 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 and / or events falling under the responsibility of the Unit;
• Administration and handling of shipment of goods and express mail;
• Tasks related to documentation management, distribution / registration 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.

Qualifications

You will have the following qualifications and relevant experience :

• High school education (or higher) is required;
• Several years of experience in supporting relatively large teams is considered an asset;
• For site specific functions knowledge of the local language is considered an asset;
• Highly proficient with modern electronics office automation tools in particular Microsoft Office suite and electronic mailing;
• Familiarity with ESA working environment in a similar position is a distinct advantage;
• Fluency in English; knowledge of another European language is an advantage.

Additional Information

This job is located in Paris, France.

If you think you have what it takes for this job, please send your CV (in English and in Word or PDF) to Annie Kontou, by clicking on the button “Apply for this job” quoting job NL-HP-25174.

An exciting and dynamic international working environment awaits you!

Inclusive and committed employer, our company works every day to combat all forms of discrimination and promote a respectful working environment. That's why, committed to gender diversity and overall inclusivity, we encourage all applications and profiles.

Last apply date : 30 / 11 / 2025.

Employeur inclusif et engagé, notre société œuvre chaque jour pour lutter contre toute forme de discrimination et favoriser un environnement de travail respectueux. C’est pourquoi, attachés à la mixité et à la diversité, nous encourageons toutes les candidatures et tous les profils.

https : // www.soprasteria.fr / nous-connaitre / nos-engagements