Secretary/Administrative Assistant (ESA-CST)

Job title:

Secretary/Administrative Assistant (ESA-CST)

Company:

Serco

Job description

Job IntroductionSerco is a leading Space Services Provider with thousands of skilled resources that has supported over 50 space missions on behalf of more than 10 Space or Government agencies around the globe, including the ESA and NASA.Serco has more than 40 years of experience supporting the space sector and providing services for all stages of our customer’s space missions. We not only have a helicopter view of the market and the latest advancements in the field, but we also know exactly what is needed to succeed within the very dynamic and challenging space industry.On behalf of our client, the European Space Agency, we are looking for an experienced Secretary / Administrative Assistant to join our team in Toulouse, France and work on-site at ESA-CST. This person has the option to work minimum three days on-site and two days from home.This key individual will be working primarily for the EGNOS and ANGA (Augmented Navigation for Africa) programme but will also support the Future Navigation Programme.Main ResponsibilitiesAs Secretary/Administrative Assistant​ you will concentrate your activities on the following:Secretarial and Administrative Support

• 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 the Minutes of Meetings when requested by the latter.
• Follow-up of meetings actions.
• Solve unforeseen events and situations that arise (for example, appointments or meetings to be moved, interfacing with customers, and managing meeting conflicts).
• Monitor, and when appropriate reply, to emails in the inbox of the heads, as instructed by the latter,
• Register the incoming letters, and when appropriate reply, on behalf of the heads.
• 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.
• Review department mission orders and mission claims, and interface with the travel office for associated bookings.
• External Travelers mission task concerns special requests for certain external travelers, receiving travel support for certain conferences, or travel for NAV Committees.
• The candidate shall prepare mission requests, process mission claims, and interface with the travel office for associated bookings for external travelers.
• Support the Department Head in managing the Timesheets.
• Organise the Leave calendar for the Department.
• The candidate shall collect inputs for the yearly conference plan and follow up the approval from Director.
• 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, e.g. Committee meetings, or department or division all-hands meetings.

Documentation Support

• Editing and maintaining documents such as instructions, guidelines and monthly reports, as requested by the NAV heads.
• Document registration, distribution and archiving.
• Support users for retrieving documents from local DMS (Eclipse/DCCM), DMS’s from external partners and/or industry, and other sources.
• Manage the original files.
• support the organisation of project reviews.
• Support review of the status of documents in the different archives and where appropriate register this information in the DMS database.
• Support enhancements of the document management concepts and of future improvements.

Service Management

• The Candidate shall interface with NAV Management, NAV Staff, Project Control, ESA Finance, Contracts Officers and ESA travel offices when the tasks under this service require it, as well as with external services, visitors or entities.
• You shall be responsible for the management and execution of the work to be performed so that the service conforms to the service’s requirements.
• As the service manager you will have the authority to execute all the tasks under the service and have direct access to their management hierarchy to resolve conflicts at the appropriate level.
• The Service Manager shall be the responsible for the service continuity within the scope of the service ensuring that adequate resources are allocated to the service to ensure the timely completion of the tasks.
• The Service Manager shall define, produce and maintain a repository accessible by the ESA TR with all the procedures necessary to provide the service.

Successful CandidateDo you think you are the person we are looking for? See below what experience or knowledge you should bring:

• University degree (Bachelor) from a recognized institution or equivalent qualification.
• 6+ years of relevant experience.
• The candidate shall be mastering in using electronic office tools, in particular Microsoft Office and Adobe Acrobat, Email, videoconferencing tools, and collaborative working tools (such as sharepoint, slack, …)
• Experienced in finance and financial tools (preferably SAP) and ideally in documentation management systems (e.g. Eclipse/DCCM)
• Secretarial experience at executive level and in an international context a plus.
• 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.
• Excellent interpersonal skills are needed, together with a high degree organisational and communication abilities, and comfortable with working in a diverse and multinational team environment.
• Attention to detail, diplomacy and ability to communicate in a multicultural environment, behavioral flexibility and team spirit.
• Proficient in the English and French language, both written and spoken.
• Candidates must be eligible to work in the EU.

About the CompanyWhy should you join Serco ?At Serco not only is the nature of the work we do important, everyone has an important role to play.Meaningful and vital work – You’ll contribute to methodologically intercepting challenges whilst achievements will also be recognised and celebrated.A world of opportunity – You’ll be wholeheartedly supported with development and career progressionGreat people – You’ll become an integral member of a well-defined and supportive team who believe passionately in the value of our work. We are a company passionate about diversity and inclusion.About SercoSerco Europe has operated in the Netherlands and Spain over the past 30 years, mainly in the field of Space. Serco Netherlands and Spain have a long history of partnership and trust with the European Space Agency (ESA).In both countries, Serco is proud to deliver the highest calibre of people and services at ESTEC (ESA’s technology and engineering hub) and ESAC (ESA’s Astronomy and Science centre).At the heart of its business, Serco Netherlands and Spain source, train, care and support employees, enabling them to better pursue their dreams of working in the Space industry in excelling in the delivery of essential public services.Important:Any offer of employment is contingent upon you providing documents to verify your identity and employment eligibility, as required by law.Applicants are reminded that they will be requested to produce such documentation during the recruitment process.Please contact a member of the recruitment team if you require further details of acceptable types of documentation required for verification of identity and work authorization.Data Protection:For more information on how the personal data in your application is process, please see the link .

Expected salary

Location

Toulouse

Job date

Sat, 15 Jun 2024 22:01:58 GMT

To help us track our recruitment effort, please indicate in your email/cover letter where (vacanciesineu.com) you saw this job posting.