Administrative Assistant

Location: Noordwijk, Netherlands Application deadline: October 8, 2020 Reference number: 628
Haydee

Haydee Afonso

International Technical Recruiter

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RHEA Group is a growing international company, focusing on providing innovative, market-ready solutions and services in our key sectors of Space and Security for both commercial and institutional customers. We employ over 500 staff working across 10 different countries. We work with distinguished clients such as the European Space Agency, EUMETSAT, NATO, European Commission, Canadian Government and national space agencies.

When you work for RHEA, you will have the opportunity to work alongside some of the best talented minds and experts in our industries, either working at our clients sites on some of the most exciting space missions or on cutting-edge projects in security, concurrent design, data  and ground systems within our own offices.

To attract the best candidates, RHEA offers our employees competitive remuneration packages, unique career opportunities, individualised training and development programmes and local relocation support to take the stress out moving to another country or city. We are recruiting now. We understand your concerns during this period of a global pandemic and we will work with you, at your pace ensuring your questions are answered and maximum flexibility is offered.

We are currently looking for an Administrative Assistant to work in the city of Noordwijk, The Netherlands.

Tasks and Activities

The scope of work will include:

  • Analysing incoming mail-paper and e-mail and presenting these data in an organized and prioritized manner to the Head of Department. Ensuring that important and urgent mail reaches the H/Department Office to ensure timely responses and following-up of actions.
  • Supporting the Department Head in the preparation and follow up of administrative, organizational as well as contractual matters.
  • Support and follow up the Department programmes activities and milestones in liaison with the Head of Department.
  • Manage the procurement of promotional items for the Department in liaison with the Project Controllers; including preparation of requirements.
  • On personal initiative or on instructions, collecting information and documents necessary for the Department Staff to take action on given issues.
  • Maintaining TIA-P master data in ESAP in particular for Timesheet approval and for Procurement actions (follow up of shopping carts and POs approval).
  • Preparation of monthly ESAP reports about Departmental time sheets approval.
  • Coordinating actions with other assistants of the department and interface with the other assistants of the Directorate.
  • Interfacing and coordinating activities and meetings within TIA-P department and with the other TIA or ESA departments and support on administrative matters related to use of the relevant systems.
  • Check for correct authorization, substantiating documentation and adherence to Agency rules and practice (ref. leave, mission, conference, authorization with regards to Staff Rules and Regulations, as well as financial procedures) before submission for TIA-P Head of Department’s approval.
  • Drafting of replies to correspondence and inquiries as appropriate and handling of the registration and distribution of correspondence and filing meetings and missions.
  • Answering incoming calls and performing a pre-screening of these calls for direct connection with the Department Head or for reply at a later time. Keeping organized records of these calls and checking closure and follow up Administration.
  • Planning/coordinating the Department Head agenda, commitments and meetings, organizing the missions and keeping the Department Head informed on all issues of concern.
  • Preparing/coordinating and monitoring the timely completion of inputs for Directorate’s meetings supervising the preparation of files/reports for such meetings and special subjects.
  • Preparation of the Department Head’s missions and travel arrangements and associated mission claims.
  • Organizing VIP events and participation of the Department Head to any other events as required by his position.
  • Collecting and filing of documentation and in particular JCB, legal and financial documents.
  • Establishing and maintaining the structure and records and files on the Management Information Systems such as Eclipse, SharePoint.

Skills and Experience

The following skills and experience are mandatory:

  • University degree preferably in Business and administration discipline.
  • Solid and multiple years of experience in assisting Senior Executive.
  • Proven sense of confidentiality.
  • Excellent interpersonal and communication skills as well as very good qualities of order, method, tact, initiative, and in particular discretion are required.
  • Proficiency in the use of the Agency’s information systems and tools (ESAP, Eclipse) is required.
  • Strong knowledge of MS Office tools, in particular Excel and PowerPoint.
  • Proficiency in the English language, both written and spoken.

The following skill would be highly desirable:

  • Good knowledge of French language.
Apply now Apply now

RHEA Group is a growing international company, focusing on providing innovative, market-ready solutions and services in our key sectors of Space and Security for both commercial and institutional customers. We employ over 500 staff working across 10 different countries. We work with distinguished clients such as the European Space Agency, EUMETSAT, NATO, European Commission, Canadian Government and national space agencies.

When you work for RHEA, you will have the opportunity to work alongside some of the best talented minds and experts in our industries, either working at our clients sites on some of the most exciting space missions or on cutting-edge projects in security, concurrent design, data  and ground systems within our own offices.

To attract the best candidates, RHEA offers our employees competitive remuneration packages, unique career opportunities, individualised training and development programmes and local relocation support to take the stress out moving to another country or city. We are recruiting now. We understand your concerns during this period of a global pandemic and we will work with you, at your pace ensuring your questions are answered and maximum flexibility is offered.

Apply now - Administrative Assistant

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