Administrative Assistant

Location: Noordwijk, Netherlands Application deadline: 5 October 2021 Reference number: 1033
Vanessa

Vanessa Lewis

Recruitment Manager

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Why join RHEA?

We are a growing international company, with over 650 staff working in 11 countries. Our teams are involved in innovative space missions and cutting-edge projects in security, concurrent design, data and ground systems.

When you join us, you will work alongside recognized industry experts, either on our clients’ premises or in our offices across Europe and Canada. This is your opportunity to boost your career and shape the future of the space, security and systems engineering industries.

What we offer

  • Competitive remuneration packages
  • Unique career opportunities, including working in other countries
  • Personalized training and development programmes
  • Flexible relocation support
  • Stable company with a family atmosphere.

Want to know more?

If you have any questions before submitting an application, please get in touch – we are always happy to tell you more.

Contact our Recruitment team

On behalf of ESA, we are currently looking for an Administrative Assistant to work in its Site (ESTEC) in the city of Noordwijk, The Netherlands.

Tasks and Activities

The scope of work will include:

  • 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.
  • Documentation management support related support to project reviews.
  • Use of documentation system (e.g. Eclipse), registration / distribution/ exchange / archiving of documents.
  • Support to launch campaign preparations.
  • Being prepared to travel and co-locate for extended periods (several weeks) at the launch site.
  • Secretarial and administrative support at the launch site during extended hours and during weekends.

Skills and Experience

The following skills and experience are mandatory:

  • University degree preferably in Business and administration discipline.
  • 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.
  • Fluency in English, both written and spoken.

The following skills would be highly desirable:

  • Knowledge of another official ESA language.
  • Familiarity with ESA working environment in a similar position.
Apply now Apply now

Why join RHEA?

We are a growing international company, with over 650 staff working in 11 countries. Our teams are involved in innovative space missions and cutting-edge projects in security, concurrent design, data and ground systems.

When you join us, you will work alongside recognized industry experts, either on our clients’ premises or in our offices across Europe and Canada. This is your opportunity to boost your career and shape the future of the space, security and systems engineering industries.

What we offer

  • Competitive remuneration packages
  • Unique career opportunities, including working in other countries
  • Personalized training and development programmes
  • Flexible relocation support
  • Stable company with a family atmosphere.

Want to know more?

If you have any questions before submitting an application, please get in touch – we are always happy to tell you more.

Contact our Recruitment team

Apply now - Administrative Assistant

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