Administrative Assistant/ Secretary [25133]

Sopra Steria; East Hendred; On-site; GBP 25,000 - 30,000; Full time

Job summary

A leading international space company based in Harwell, United Kingdom, is looking for an Administrative Assistant/Secretary to provide comprehensive support to Unit personnel. The ideal candidate will have high school education, experience in team support, and proficiency in Microsoft Office. Fluency in English is a must, and knowledge of another European language is a plus. This role offers an exciting opportunity in a dynamic international work environment.

Qualifications

• Several years of experience in supporting relatively large teams.
• Familiarity with ESA working environment in a similar position is a distinct advantage.

Responsibilities

• Day-to-day support to Unit personnel regarding business travel arrangements.
• Dealing with incoming telephone calls and information requests.
• Maintaining documents libraries for the Unit.

Skills

Microsoft Office Suite

Fluency in English

Knowledge of another European language

Office automation tools

Education

High school education (or higher)

Job description

Administrative Assistant/ Secretary [25133]

HE Space is a successful international space company, specialised in providing managed services and human resources to the international space sector for over 40 years. We hire space experts all over Europe across the whole spectrum of space-related activities, from engineering to science, software development, operations, marketing, finance and administration. Our employees contribute towards a wide range of groundbreaking space programmes including Galileo and Copernicus, ExoMars, Iris2, ESA BASS, ESA GSPT, LISA Pathfinder, Euclid, the Ariane and Vega launchers as well as the International Space Station. HE Space has joined forces with CS Group and Sopra Steria to lead the engineering and digital space market in Europe and to provide highly skilled consulting. We are passionate about people and invest in you to support the development of the European space industry.

As part of a dynamic team at ESA/ECSAT, 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 languageis an advantage.

This job is located in Harwell, United Kingdom.

If you think you have what it takes for this job, please send your CV (in English and in Word or PDF) to Michaela Stevenson, by clicking on the button “Apply for this job” quoting job UK-HP-25133.

Last apply date: 10/10/2025!

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.