Administrative Assistant

Application deadline
Friday, October 6, 2017
Reference number
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You will have the opportunity to provide administrative support to MetOp Programme at our client’s premises in Noordwijk, The Netherlands.

Tasks and Activities
  • 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 taking 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.

  • Support to project reviews, in areas such as documentation management, review set-up, interface with IT support team;

  • Managing documentation system (e.g. Eclipse), registration / distribution / exchange / archiving of documents."

Skills and Experience
  • You have Completed secondary education and professional training in administrative and/or clerical support.

  • You are fluent in English

  • You have high level of flexibility as well as initiative and team spirit.

  • You have an easy contact with personnel and well-balanced autonomy in the execution of the requested tasks.

  • You have rigor, commitment and reliability in the execution of the assigned tasks.

  • You are highly proficient with modern electronics office automation tools, in particular Microsoft Office suite and electronic mailing (preferably Lotus Notes).

  • You are able to communicate with industry counterparts in the execution of the project specific tasks.

  • You are capable to identify priority actions and handle high workload.

  • Familiarity with ESA working environment in a similar position is a distinct advantage.


Preference will be given to candidates eligible for an EU or national personal security clearance at the level of SECRET or above.

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