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Secretarial and Administrative Support

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

Job description

We are looking for a ​Secretarial and Administrative Support​ to complete our consultants Workforce Management Service to support the ​Future Navigation Department​ of the European Space Agency (ESA) at their location in ​Noordwijk, The Netherlands​. The Secretarial/Administrative Support shall fulfil the role of Key Personnel and report to the Head of Future Navigation Programmes Department. 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:

  • Organise agendas and meetings and participate when required;
    • Organise the agendas and meetings – in presence or online via Teams or WebEx tools - for the relevant heads, in close coordination with the latter;
    • Take minutes of meetings when requested and follow up on action points;
    • Solve unforeseen events and situations that arise (for example, appointments or meetings to be moved, interfacing with customers, and managing meeting conflicts).
  • Handle inbox, correspondence, and phones;
    • Monitor and reply to emails in the inbox of the heads, as instructed;
    • Register the incoming letters and, when appropriate, reply on behalf of the heads, as instructed;
    • Prioritise emails and respond when necessary;
    • Act as first line support of phone calls and filter requests to the heads, in close coordination with the relevant head;
    • Act as the point of contact for general communications with the manager.
  • Handle department missions and/or missions for external travellers;
    • Review department mission orders and mission claims, and interface with the travel office for associated bookings;
    • Prepare mission requests, process mission claims, and interface with the travel office for associated bookings for external travellers;
    • Prepare visa applications, and provide the travellers with information material, such as specific rules for non EU-member countries.
  • Leave/Timesheet management;
    • Support the Department Head in managing the Timesheets;
    • Organise the department’s leave calendar.
  • Order office supplies and maintain stationery;
    • Handle site access, office distribution and room booking;
    • Prepare and oversee the procedure related to staff or onsite contractor personnel arrival and departure, in close coordination with relevant management, human resources and facility management;
    • Prepare and oversee the procedure related to office distribution, especially at arrival of staff or onsite contractor personnel, or other office distribution request, in close coordination with the relevant management and facility management;
    • Manage room booking when high priority room booking requests are made.
  • Ensure the shipments and incoming mail and packages through ESTEC or CST Mail Services;
    • Support and monitor small purchase orders and Z-payment requests;
    • Liaise with external entities and request minimum 2 offers from suppliers in response to the request;
    • Submit the offer options to the managers for approval.
  • Support with organisation of events/workshops;
    • Support the initiating entity in the organisation;
    • In the case of on-site events, interface with ESA Facility Management, and ESA Conference Bureau;
    • In the case of off-site events, interface with the appropriate external entities;
    • In the case of ESA supporting an external conference, assume the responsibilities of administrative assistant;
    • Support with webpage creation for events;
    • Participate in the events when requested (may require travelling).
  • Prepare presentations and reports.

Job requirements

  • Completed secondary education and professional training in administrative and/or clerical support;
  • At least 2 years of relevant work experience;
  • Strong knowledge of Microsoft365 and Adobe Acrobat;
  • Experience with SAP;
  • Experience with documentation management systems such as Eclipse/DCCM;
  • Excellent communication, organisational, and time management skills;
  • Fluent in English, both written and spoken.

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.