Administrative Assistant/ Secretary (0.5 FTE) [26038]
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 including engineering, science, software development, operations, marketing, finance and administration. Our employees contribute towards a wide range of groundbreaking space programmes such as Galileo, Copernicus, ExoMars, Iris2, ESA BASS, ESA GSPT, LISA Pathfinder, Euclid, the Ariane and Vega launchers and the International Space Station.
As part of a dynamic team at ESA/ECSAT, you will have the following responsibilities:
Financial assistance (utilising Airtable)
* Adding invoice costs and receipts.
* Inputting travel estimates and final costs.
* Cross‑checking against HE Space provided monthly reports.
* Interaction with HE Space finance team on any payment issues.
* Contact with IPO supported guests.
* Drafting invite letters and support forms.
* Organising travel itineraries (low carbon) and interacting with travel providers.
* Inputting travel costs into Airtable.
* Preparing mission forms and expense claims.
* Interaction with HE Space mission desk and finance.
* Inputting journey information for carbon calculation.
Meeting support
* IPO team meetings, including monthly with HE Space – setting up agenda, note taking, recording actions and decisions and follow‑up.
* Additional support in CMIP meetings and online events, including Webex screen sharing and chat management.
* Meeting organisation: setting up Doodles, time zone management, diary management in Outlook.
* Logistical planning support (e.g., venue and catering).
You will have the following qualifications and relevant experience:
* High school education (or higher) is required.
* At least 2 years of administrative assistant experience at the executive level and in an international context.
* Proficiency in all Microsoft applications, including Outlook, Teams, SharePoint, Word, Adobe (PDF creation and form building), etc.
* Ability to quickly pick up working knowledge of Airtable, OnlyOffice, Google Workspace, and other collaborative tools such as Mural.
* Strong command of the English language; knowledge of another European language is considered an asset.
* High level of confidentiality required.
This job is located in Harwell, United Kingdom.
Inclusive and committed employer, our company works every day to combat all forms of discrimination and promote a respectful working environment. We encourage all applications and profiles, and are committed to gender diversity and overall inclusivity.
Last apply date: 15/05/2026!
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