Administrative Assistant - 6 months contract [25066]

TN United Kingdom; Eastleigh; On-site; GBP 40,000 - 60,000; Full time

Job description

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Client:

HE Space

Location:

Didcot, United Kingdom

Job Category:

Other

EU work permit required:

Yes

Job Reference:

f87cc1c51b75

Job Views:

4

Posted:

18.04.2025

Expiry Date:

02.06.2025

Job Description:

As part of ESA CIC directorate, you will have the following responsibilities:

• Supporting the Line Managers and teams in the preparation and follow up of administrative, organisational and contractual matters;
• Planning/coordinating the commitments and meetings, organising calendar and keeping the Line Managers informed on all issues of concern;
• Supervising the preparation of files for such meetings and any special subjects;
• Answering incoming calls and performing a pre-screening of these calls for direct connection with the Line Managers or for reply at a later time;
• Keeping organised records of these calls and checking closure and follow up;
• Analysing incoming mail - paper and e-mail - and presenting these data in an organised and prioritised manner;
• Ensuring that important and urgent mail reaches staff to ensure timely responses;
• Ensuring the diffusion of information for the Teams;
• Preparation of staff missions and travel arrangements;
• Coordinating actions with other secretaries of the Department/Division; Administrative support coverage for other units when colleagues are on leave;
• Composing routine correspondence and keeping a filing system for incoming/outgoing mail;
• Generating documents and textual and graphics presentations;
• Checking for correct authorisation, substantiating documentation and adherence to Agency rules and practice (ref. leave, mission, conference, authorisation with regards to Staff Rules and Regulations, as well as financial procedures);
• For the execution of the tasks, the contractor will be expected to use related ESA Corporate software tools and documentation systems;
• Administering and maintaining the office documentation systems;
• Setting up the folder structure, registration, filing and distribution of correspondence and other documentation processed;
• Follow up of teams’ actions;
• On personal initiative or on instructions, collecting information and documents necessary for the teams to take actions on given issues;
• Interfacing and providing support to teams on administrative matters related to the use of the relevant systems;
• Coordination with Facility Management for local, on-site support (e.g. staff and contractors TUD/leaving/relocating);
• Participating in events organisation.

Qualifications:

You will have the following qualifications and relevant experience:

• Administrative assistant experience at executive level and in an international context;
• Strong knowledge of Microsoft 365 and Teams;
• A good knowledge of the various ESA tools (i.a. ESA-P) is welcomed;
• Knowledge of working methods in the space/telecommunications sector is considered an asset;
• It is important to note that this position requires a high level of confidentiality;
• Fluency in English is mandatory; knowledge of another European language is an advantage.

Additional Information:

This job is located Harwell, UK.

As an 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.