About this job

Sapienza Consulting, a Serco company is recruiting an Administrative Assistant for Sapienza to work on our Customers Site (ESA-ESTEC).

Sapienza has been a partner of ESA for almost 30 years, and we pride ourselves in supporting a wide range of missions including Galileo, MTG, Copernicus and ExoMars. Our team is international with activities across the U.K., the Netherlands, North Macedonia, Belgium, Luxembourg, France, Germany, Italy and Spain.

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 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 change log, 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 to organisation of events (e.g. workshops, conferences) as required.

Profile

• Vocational Degree or equivalent
• Specific education in Administrative/Secretarial or demonstrated equivalent experience
• At least 2 years of relevant work experience
• High level of flexibility as well as initiative and team spirit.
• Easy contact with personnel and well-balanced autonomy in the execution of the requested tasks.
• Ability to communicate with industry counterparts in the execution of the unit specific tasks
• Capacity to identify priority actions and handle high workload
• Very good communication skills as well as qualities of order, method, initiative to work independently, and reliability in the execution of tasks are required.
• Highly proficient with modern electronics office automation tools in particular Microsoft Office suite (e.g. Excel, Word, Power Point, etc.) and electronic mailing (ESA365/Lotus Notes).
• Familiarity with ESA working environment in a similar position is a distinct advantage.
• Very good interpersonal skills, i.e. a helpful and positive approach to management and staff in the division.
• Candidates must be eligible to work in the EU.