As the Secretary/Administrative Assistant at ESA/ESTEC, you will have the following responsibilities:

Day-to-day support to Unit personnel regarding business travel arrangements, leave management, coordination of training.
Dealing with incoming telephone calls and information requests.
Analysing incoming correspondence and documentation and managing the distribution of outgoing correspondence and documentation.
Provision of various logistic support to the Unit.
Arrivals (office, phone, computer, security, access to databases, information systems) and departures (deregistration, etc.) of Unit personnel.
Ordering of office supplies and maintenance of stationary.
Room and resources bookings for meetings and/or events falling under the responsibility of the Unit.
Administration and handling of shipment of goods and express mail.
Tasks related to documentation management, distribution/registration of mail and documents.
Organization of agenda and of meetings.
Maintaining documents libraries for the Unit, including maintenance of changelog, distribution lists, issue information notes to concerned users.
Maintaining and following up actions lists for the Unit and taking minutes of coordination meetings for the Unit.
Participation in the organisation of events (e.g. workshops, conferences) as required.

In addition, the tasks may also include:

Support to the Project Review Process.
Support to visitor service: including access control, preparing visa applications, distribution of information material.
ESA site administration: including periodical update (e.g. daily) of site schedule, updating and distribution of the site telephone list
Participation in the preparation and publication of internal and external documents, including editing and proofreading.
Data collection, extraction from various Corporate applications (e.g. SAP, PRISMA) and from various internal sources and data consistency checking and coherence analysis.

Skills/experience:

Secondary education and professional training in administrative/clerical support
Proficient in the English language, both written and spoken; knowledge of another official ESA language is an asset.
Highly proficient with modern electronics office automation tools in particular Microsoft Office suite and electronic mailing (preferably Lotus Notes).
Familiarity with the ESA working environment in a similar position is a distinct advantage.