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Administration and Secretarial Support

On-site
  • Noordwijk, Zuid-Holland, Netherlands
ESA/ESTEC

Job description

We are looking for multiple Business Management professionals to complete our consultants Workforce Management Service to provide Business Management support to the Directorate of Human and Robotic Exploration of the European Space Agency (ESA) at their location in Noordwijk, The Netherlands. The service is expected to be on-site in ESTEC, collocated with the project teams and providing remote support to EAC or ECSAT with travels/missions as required. The purpose of this Support Service is to assist teams in performing studies, as well as from the start of implementation to the end of in-flight commissioning. The selected candidate should show integrity and professionalism.


Please note, the successful candidate will be employed by ATG Europe (or one of its subsidiaries). Furthermore, upon selection, they will be subject to a general security screening performed by an external provider (further information will be provided at the interview stage).


The successful candidate will be tasked with, but not limited to:

  • Act as focal point and coordination for planning and organisation of Group/Team meetings;
  • Ensure suitable meeting accommodation is booked and organise catering;
  • Support visitors, including access control, announce visitors with security, preparing visa applications and escorting when on site;
  • Solve unforeseen events and situations that arise (for example, appointments or meetings to be moved, interfacing with visitors, and managing meeting schedule conflicts;
  • Support with preparation and collection of presentations and input materials for meetings;
  • Distribution of information materials for meetings;
  • Take, maintain and follow up on minutes of meetings;
  • Store and maintain Group/Team and meeting documentation in the related system (SharePoint, ECLIPSE);
  • Implement the Directorate and ESA procedures for document and communication management;
  • Act as the focal point of contact and coordinator for general communications with the HRE (Directorate of Human and Robotic Exploration) Group/Team Leaders;
  • Provide first line support for telephone calls and information requests;
  • Monitor, prioritise and reply to e-mails in the inbox of the Group Leaders;
  • Register incoming letters and correspondence, and when instructed prepare and issue the response;
  • Analyse incoming correspondence and documentation and distribute accordingly;
  • Act as general focal point for missions (travels), providing business travel arrangements, coordination, information and a proactive follow up to issues, unforeseen events or when issues and conflicts arise;
  • Co-ordinate and support travel arrangements, such as booking taxis, flights, hotels, transport, arranging site access control and preparing visas, and processing travel claims and reimbursements;
  • Support the preparation of mission requests/orders, process mission claims before forwarding to the Mission Desk and interface with the travel office for associated bookings;
  • Determine the urgency of mission requests and take initiatives to contact the requestors and ask for additional information if the request is not clear or incomplete, analysing the requests and summarising them clearly and concisely before submission;
  • Review department mission orders and mission claims, and interface with the travel office for associated bookings;
  • Relay mission requests to the relevant action owner with minimum delay;
  • Prepare visa applications, and provide the travellers with information material;
  • Provide support to the executive management for planning and organising missions for events;
  • Provide support and co-ordination for access authorisation to 3rd party sites, (e.g. DLR, CNES, NASA, JAXA);
  • Collect and provide inputs to the master schedule of staff belonging to HRE organisational units;
  • Collect HRE Group/Teams inputs for the HRE yearly conference plan and follow up the approval from Director;
  • Produce and maintain the organisation charts;
  • Handle of Leave/Timesheet management;
  • Organise and coordinate the regular update of the leave calendar(s) for the HRE Group and Teams;
  • Support the organisation of HRE events;
  • Support event feedback survey preparation and distribution;
  • Order the office supplies in ESA provided tool, and maintain office stationery;
  • Coordinate requests for and order of yearly calendars and diaries for ESA staff
  • Support the selection, ordering and distribution of merchandise;
  • Process and provide the active follow up of site access and office allocation for the take-up of duty and departure of staff or contractor personnel;
  • Process and provide the active follow up for ESA IT systems access and equipment for staff and contractor personnel;
  • Prepare and oversee office allocation and distribution;
  • Provide coordination and support for major office relocation;
  • Review and update office seating plans;
  • Facilitate and book office distribution requests;
  • Support co-ordination for the onboarding procedures and briefings related to security, personal data and export control and any other ESA regulations particular at the TUD or departure of staff or contractor personnel;
  • Provide the administration support and ensure the proper handling of shipments and incoming mail and packages through ESTEC or CST Mail Services;
  • Assist in the implementation and monitoring of small purchase orders and z-payment requests;
  • In the case of an event, support the initiating entity in the organization;
  • In the case of on-site events, provide the organisation and coordinating interface with ESA Facility Management, and ESA Conference Bureau;
  • In the case of off-site events, interface, and coordinate with the appropriate external entities;
  • Support and coordinate requests with event webpage creation for event and communications;
  • Participate in events as required;
  • Support the administration of the Group’s/Department’s policies, instructions, and guidelines;
  • Support the editing, proof reading, configuring, and issuing regular reports and management documentation;
  • Coordinate and support the preparation and publication of internal and external documents, including editing and proof reading;
  • Create and send documents such as communications, reports of company meetings;
  • Maintain document libraries including maintenance of change log, master data, distribution lists, issue information notes to users;
  • Maintain various records and archiving of documents in SharePoint, Eclipse or Teams as instructed;
  • Document registration, distribution and archiving in close co-ordination with the HRE Teams and the Directorate Documentation Management service
  • Support review of the status of documents in the different archives and where appropriate register this information in the DMS database;
  • Administrative support to the project review process;
  • Support enhancements of the document management concepts and of future improvements;
  • Support the HRE Group/Teams for MS Teams and SharePoint administration, (& other IT tools), finding common ways of working, promoting continuous improvement and implementing harmonised procedures;
  • Recommend improvements in the working environment in coordination with HRE Business Unit Control (BUC) Office and ESA corporate entities and support follow-up actions.

Job requirements

  • Bachelor’s degree in STEM and/or Business;
  • At least 5 years of experience in the Space/High-Tech sector with administration;
  • Proficient with one or more of the following: Microsoft365, Viso Professional, ESA-P, ESA-STAR, EROS, THREAD, Polaris, ECLIPSE, OMNES, WLMS, CIFM, MAS, IPCDB, HRE Workforce Database, PowerBI, Business Objects, LLM modules, ESA Data Factory and Symbio/Zenith;
  • High capacity to communicate effectively with international teams from engineering, technical and business domains;  
  • High level of organizational skills, flexibility and ability to identify priorities;
  • Strong and effective interpersonal and communication skills;
  • Fluent in English, both written and spoken.

Please submit your application in English via the apply button below. Applications submitted in other languages will not be considered.


Details

  • Noordwijk, Netherlands
ESA/ESTEC

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What do we offer?

In ATG Europe (or our subsidiaries) you will have the chance to work on the most interesting and technologically advanced projects in the space, big-science, and high-tech domains. You will enjoy the focused yet relaxed spirit and culture of our teams and the excellent working conditions our company provides. We firmly believe that development and growth perspectives are crucial to everyone’s career, and we therefore provide you with a personal development plan, regular assessment checkpoints and a dedicated training and education budget to support you, not only in your current work, but also paving the road to your next professional steps.

For those relocating in order to embrace a new career with us, we offer international relocation assistance in settling in your new home or finding the right school for your children and a relocation budget that is applicable to all ATG staff.

About ATG Europe

Today, ATG Europe is recognized as a leading provider of specialized engineering, scientific and technical services to the European Space, Big-Science, and high-tech industry. Our headquarters are located in Noordwijk, the Netherlands and we have subsidiaries in Germany, Ireland, Spain, Italy, and the UK. Besides these countries, ATG also operates in France, Czech Republic, Sweden, Norway, and Belgium.