Job Description
As part of a dynamic team at ESA/ECSAT, you will have the following responsibilities:
1. 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 (, workshops, conferences) as required.
2. 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 ( 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 ( SAP, PRISMA) and from various internal sources and data consistency checking and coherence analysis.
Qualifications
3. High school education (or higher) is required;
4. Several years of experience in supporting relatively large teams is considered an asset;
5. For site specific functions knowledge of the local language is considered an asset;
6. Highly proficient with modern electronics office automation tools in particular Microsoft Office suite and electronic mailing;
7. Familiarity with ESA working environment in a similar position is a distinct advantage;
8. Fluency in English; knowledge of another European language is an advantage.