Administrative Assistant

Description

Under the authority of the Head of the Management Support and Control Office, you will carry out a variety of secretarial and administrative tasks for the Director’s Office, Digital Transformation, Workforce Management and Management and Control Offices.

Duties

Your tasks will include, in particular:

• preparing and claiming missions;
• drafting internal and external correspondence, documents and presentation material and proofreading for grammatical accuracy and compliance with established ESA practices;
• handling of telephone calls and enquiries, including interaction with external stakeholders in industry, Member States and other space agencies;
• maintaining calendars/agendas, co-reading emails for meeting requests and organising meetings and appointments, including with large teams;
• maintaining a digital filing, Teams groups, TeamSites and follow-up system and organising access rights;
• sorting, registration and distribution of incoming mail;
• providing support for the preparation and visa cycle of official documents (mainly AFC and Council); performing related and ad hoc tasks within the Director’s Office as required;
• acting as back-up to the Director of Internal Services Executive Secretary.

Technical competencies

Behavioural competencies

Result Orientation
Operational Efficiency
Fostering Cooperation Relationship Management
Continuous Improvement
Forward Thinking

Education

Applicants for this post should have completed secondary education.

Additional requirements

You will have completed professional training in administrative techniques or in secretarial-related activities and will possess a minimum of four years’ demonstrated professional administrative experience in a similar environment.

In addition and in particular, you should have:

• demonstrated personal and professional maturity to work in an international and multidisciplinary environment;
• the ability to cope with sudden increases in workload and a high degree of availability (you may be required on occasion to work overtime or outside normal working hours);
• the ability to work persistently and under pressure;
• a sense of initiative and teamwork;
• concern for quality;
• discretion and the ability to maintain confidentiality;
• the ability to maintain good relations with internal and external contacts.

You are expected to demonstrate excellent organisational skills, the ability to organise and prioritise workload, and a proactive and reliable approach. Discretion is a strong requirement. You must also possess sound judgement and effective communication skills.