Administrative Assistant H / F

Sopra Steria; Paris; Sur place; EUR 40 000 - 60 000; Plein temps

Résumé du poste

A European space agency in Paris is looking for a dedicated support officer to assist Unit personnel with travel arrangements, training coordination, and document management. Responsibilities include organizing meetings, providing logistic support, and maintaining communication channels. Candidates should have a high school education, experience in similar roles, and proficiency in Microsoft Office. Fluency in English is required, and knowledge of another European language is an asset. This is a great opportunity for those interested in contributing to a dynamic team in an international environment.

Qualifications

• 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.
• Familiarity with ESA working environment in a similar position is a distinct advantage.

Responsabilités

• Provide day-to-day support to Unit personnel regarding travel and leave.
• Handle incoming calls and information requests.
• Manage distribution of outgoing correspondence and documentation.
• Coordinate training and logistic support for the Unit.
• Organize agenda and meetings.

Connaissances

Office automation tools

Communication

Data analysis

Event organization

Formation

High school education or higher

Outils

Microsoft Office

SAP

Description du poste

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.

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.