Assistant Administration des ventes H / F

Alpes Controles; Issy-les-Moulineaux; Sur place; EUR 35 000 - 55 000; Plein temps

Résumé du poste

Une entreprise dynamique et inclusive recherche un assistant administratif pour rejoindre son équipe de soutien à l'ESA. Ce rôle essentiel consiste à organiser des réunions, gérer la correspondance et assurer le suivi des actions. Vous travaillerez dans un environnement international stimulant, où vos compétences en communication et votre attitude proactive seront mises à l'épreuve. Si vous êtes passionné par le soutien administratif et que vous souhaitez contribuer à des missions de grande envergure, cette opportunité est faite pour vous. Rejoignez-nous pour faire la différence dans un cadre respectueux et diversifié.

Qualifications

• 2 ans d'expérience pertinente dans un environnement international.
• Maîtrise de l'anglais obligatoire, connaissance du français un atout.

Responsabilités

• Organiser les agendas et les réunions, et prendre des minutes si nécessaire.
• Gérer la correspondance et les lignes téléphoniques du département.
• Préparer les demandes de mission et traiter les réclamations de mission.

Connaissances

Compétences en communication

Attitude proactive

Gestion du temps

Formation

Master en sciences politiques

Outils

Outils de gestion de projet

Description du poste

Description de poste

Job Description

As part of the administrative support team to the Council of the European Space Agency, you will have the following responsibilities:

• Organising Agendas and meetings and participation when required
• Take the Minutes of Meetings when requested by the latter.
• Follow-up of meetings actions.
• Solve unforeseen events and situations that arise (for example, appointments or meetings to be moved, interfacing with customers, and managing meeting conflicts).
• Handling of inbox, correspondence, and phone lines.
• Monitor, and when appropriate reply, to emails in the inbox of the heads, as instructed by the latter.
• Register the incoming letters, and when appropriate reply, on behalf of the heads, as instructed by the latter.
• Prioritize emails and respond when necessary.
• Act as first line support of phone calls and filter requests to the heads, in close coordination with the relevant head.
• Act as the point of contact for general communications with the manager.
• Handling of department missions and/or missions for external travellers.
• Review department mission orders and mission claims, and interface with the travel office for associated bookings.
• External Travellers mission task concerns special requests for certain external travellers, receiving travel support for certain conferences, or travel for NAV Committees.
• Prepare mission requests, process mission claims, and interface with the travel office for associated bookings for external travellers.
• Prepare visa applications, and provide the travellers with information material, such as specific rules for non EU-member countries.
• Handling of Leave and organising the Leave calendar for the Department.
• Handling of Conference plan and collecting inputs for yearly conference plan and follow up the approval from Director.
• Order the missing supplies in ESA provided tool and maintain office stationery.
• Handling site access, office distribution and room booking.
• Processing of site access procedure for take-up of duty and departure of staff or contractor personnel in need of on-site access.
• Prepare and oversee the procedure related to staff or onsite contractor personnel arrival and departure, in close coordination with relevant management, human resources and facility management.
• Manage room booking when high priority room booking requests are made, e.g. Committee meetings, or department or division all-hands meetings.
• Administration and handling of ESA’s subsidies and memberships and corresponding reporting. Ensure the request is signed and registered with the official reference number.
• Maintain/Update of relevant lists of relevant Ministers and corresponding Cabinets.

Qualifications

You will have the following qualifications and relevant experience:

• Master's in political science or a relevant field;
• 2 years of relevant experience in an international environment;
• Proactive attitude and excellent communications skills;
• Fluency in English is mandatory; knowledge of French is a strong 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) to Kristina Lysyk, by clicking on the button "I’m interested" quoting job FR-HQ-25024.

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.