HE Space is a successful international space company. For 40 years, we have been supporting our customers with qualified experts in the field of engineering, science and administration.

As part of the Earth and Mission Sciences Division, you will have the following responsibilities:

• Division Secretarial duties, including e.g. bulk formal letter preparation, handling email/mail/calls/messages, appointments and staff mission administration, and cover of tasks during leave or absence of the senior Administrator;
• Typing and preparation of correspondence, finalization of official meeting minutes, reports, etc.;
• Workflows and pipelines associated with incoming mail (physical and email boxes), Microsoft Teams, Webex meetings/videoconferencing, telephone call management including call registration and documentation, appointment management and configuration,     and management of meeting room bookings;
• Maintenance  and management of EOP-SM Division Document Databases: Document Registration System, Address Book management, Final Study Contract Report Database and EN9104 Quality Management System (QMS) Document Libraries;
• Maintenance and management of Mission Advisory Group Sharepoint database records according to EN9104 Quality Management System (QMS) standards;
• Maintenance and management of information and databases in Sharepoint teamsite (e.g., absence charts, document databases, conference and contracts lists, events and other divisional calendars etc.);
• Maintenance and management of Document Registration/filing System on Sharepoint according to EOP QMS standards, including contractual information, letters, reports and confidential correspondence;
• Staff Mission (travel) administration and monitoring of finances/travel budget and spend profile;
• Arranging meetings of Advisory Groups and Division-led workshops including external experts on-site and off-site. This includes:
  • Meetings and Workshops logistics support, use of Calendar (Outlook) for meeting scheduling, and Central Booking System for reserving rooms;
  • Preparation and distribution of meeting invitations and use of ESTEC Visitors’ System for registering external meeting participants;
  • Taking and preparing Minutes of Meeting, when necessary;
  • Preparation of missions and mission claim packages for external Experts;
  • Requesting taxis and booking transportation via Reception;
  • Maintaining and updating Advisory Groups list and Meeting Calendar;
  • Preparation of reports and publications;
  • Tracking of Staff Action items and reminders;
  • Maintaining stores inventory for Division (preparing stock re-orders;
  • Interfacing with site services for services required by the Division.

You will have the following qualifications and relevant experience:

• Minimum Secondary Education;
• High degree of flexibility and self-motivation to work in a fast-paced environment with good organization, strategic planning, discipline and independence;
• Management skill to manage and mitigate short-term logistical problems;
• Responsible, discrete, dependable, reliable;
• Highly proficient in Office365 (incl. Word, Excel, SharePoint, Outlook) and other personal computer software (a good knowledge of InDesign & Photoshop, or equivalent software is an advantage);
• Experience of SharePoint systems;
• Good intrapersonal and communication skills;
• Ability to work quickly and cope with deadlines, short-term reorganization, pressure and work in a diverse team;
• Ability to establish and maintain effective relationships within ESA across establishments, and with external organizations;
• Fluency in English is mandatory; knowledge of another European language is an advantage.

This job is located in Noordwijk.

If you think you have what it takes for this job, please send your CV (in English and in Word or PDF) to Kalina Traykova, by clicking on the button “I´m interested” quoting job NL-HP-5111.

Deadline to apply: 28th June 2023.

An exciting and dynamic international working environment awaits you!