Administrative Assistant in the Vega Integrated Programme Team (IPT)

Administrative Assistant in the Vega Integrated Programme Team (IPT), Vega Exploitation Programme and Vega and Space Rider Development Programmes, Directorate of Space Transportation.

Under the authority of the Vega IPT managers, the Exploitation Programme Manager and the Vega and Space Rider Development Programmes Manager, your duties will include:

• organising and scheduling meetings and events at Programme level, overseeing the Programme Managers’ calendars;
• participating in weekly programme management meetings, supporting drafting of minutes of meetings and keeping track of actions as relevant;
• preparing and processing data, documents, routine correspondence and presentation material in English or French;
• establishing and maintaining records and files, including creation and maintenance of correspondence distribution lists;
• checking for due authorisation, substantiating documentation and adherence to Agency rules and practices;
• ensuring effective contact and circulation of information under the guidance of the Programme Managers with all the Service’s external interfaces (Delegations, industry, international partners);
• closely interfacing with Service and Directorate secretariats;
• providing on-site complementary support to Heads of Department and external Vega consultants;
• supporting communication activities related to Vega programmes, interfacing with the local country desk and Directorate communication officer;
• sorting incoming mail and handling telephone calls.

Higher-education level (e.g. short cycle university qualification) or equivalent, together with professional administrative experience.

Minimum six years’ experience in administrative and secretarial-related activities.

You must be proficient in MS Office Suite and Lotus Notes.

Experience in communication-related activities and knowledge of Italian are assets.

Direct experience of ESA programmes is considered a major asset.