Secretary / Administrative Assistant [24070]

Job DescriptionAs part of ESA ECSAT, you will have the following responsibilities:Supporting the Line Managers and teams in the preparation and follow up of administrative, organisational and contractual matters;Planning/coordinating the commitments and meetings, organising calendar and keeping the Line Managers informed on all issues of concern;supervising the preparation of files for such meetings and any special subjects;Answering incoming calls and performing a pre-screening of these calls for direct connection with the Line Managers or for reply at a later time;Keeping organised records of these calls and checking closure and follow up;Analysing incoming mail- paper and e-mail - and presenting these data in an organised and prioritised manner;Ensuring that important and urgent mail reaches staff to insure timely responses;Ensuring the diffusion of information for the Teams;Preparation of staff missions and travel arrangements;Coordinating actions with other secretaries of the Department/ Division; Administrative support Coverage for other units when colleagues are on leave;Composing routine correspondence and keeping a filing system for incoming/outgoing mail;Generating documents and textual and graphics presentations;Check for correct authorisation, substantiating documentation and adherence to Agency rules and practice (ref. leave, mission, conference, authorisation with regards to Staff Rules and Regulations, as well as financial procedures);For the execution of the tasks the contractor will be expected to use related ESA Corporate software tools and documentation systems;Administering and maintaining the office documentation systems;Setting up the folder structure, registration, filing and distribution of correspondence and other documentation processed;Follow up of teams’ actions;On personal initiative or on instructions, collecting information and documents necessary for the teams to take actions on given issues;Interfacing and providing support to teams on administrative matters related to use of the relevant systems;Coordination with Facility Management for local, on-site support ( staff and contractors TUD/leaving/relocating);Participating to Events organisation.QualificationsYou will have the following qualifications and relevant experience:Administrative assistant experience at executive level and in an international context;Strong knowledge of Microsoft365 and Teams;A good knowledge of the various ESA tools ( MAS, ESA-P) is welcomed;Knowledge of working methods in the space/telecommunications sector is considered an asset;It is important to note that this position requires a high level of confidentiality;Fluency in English is mandatory; knowledge of another European language is an advantage.