Administrative Assistant

Location
Netherlands
Application deadline
Reference number
089
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Description

You will have the opportunity to secretarial support to the EOP-SM Division for the Head of Division and Section Teams at our client’s premises in Noordwijk, The Netherlands.  

Tasks and Activities
  • Full secretarial duties for EOP-SM including e.g. typing, handling mail/faxes/calls/messages, appointments and mission administration, and to replace her during absence

  • Typing of correspondence, meeting minutes, reports, etc.

  • Sorting incoming mail/faxes, handling telephone calls/messages, and setting up appointments and video conferencing

  • Mission administration

  • Arranging meetings of mission advisory groups and external experts. This includes

    • Use of Lotus Notes to book meeting rooms and register external people into the Lotus Notes Visitors’ System

    • Preparation of meeting invitations

    • Preparation of mission claim packages for experts (includes use of Filemaker Pro database)

    • Requesting taxis via Reception, etc

    • Updating SAG/MAG list and URL to facilitate access by the EOP Directorate.

  • Preparation of camera-ready publications (e.g. Reports for Mission Selection) – layout in InDesign/Desk Top Publishing program & image manipulation when necessary.

  • Updating of information & databases in Sharepoint, Filemaker (e.g. absence charts, document databases, conference & contracts lists, etc.) at Division and Department level

  • Maintenance of Division document registration/filing system on SharePoint according to EOP-QMS standards.

  • Tracking of staff Action items and reminders about outstanding actions

  • Keeping stores inventory for Division (preparing stock re-orders)

 

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

  • You are fluent in English; knowledge of another member state language is an asset

  • You have a high level of flexibility

  • You are highly proficient in MS Office suite, Lotus Notes, Sharepoint and other personal computer software (a good knowledge of InDesign & Photoshop software would be an advantage).

  • You have good organisation and good intrapersonal and communication skills. You are able to work quickly and cope with deadlines, pressure and work in a team.

  • You are able to establish and maintain effective working relationships with the outside world.

 

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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