Secretary and Administrative Assistant

Sapienza is looking to recruit an experienced Secretarial and Administrative Assistant to support ESA organisational entities (Divisions, Services, Offices) and Projects (called Unit herein) based at ESTEC.

• 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.

In addition to the above that correspond to standard activities in support to an organisational unit,
the work package may also cover the following tasks: 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.
  

Appropriate skills and specific experience in the following fields:

• Proficient in the English language, both written and spoken; knowledge of another official ESA
  language is and asset.
• For site specific functions fluent knowledge of the local national language is also required.
• High level of flexibility as well as initiative and team spirit. Easy contact with personnel and well-balanced autonomy in the execution of the requested
  tasks.
• Rigor, commitment and reliability in the execution of the assigned tasks.
• Highly proficient with modern electronics office automation tools in particular Microsoft Office
  suite and electronic mailing (preferably Lotus Notes).
• Ability to communicate with industry counterparts in the execution of the project specific tasks.
• Capacity to identify priority actions and handle high workload.
• Familiarity with ESA working environment in a similar position is a distinct advantage.