Vacancy Administrative Assistant

Sapienza Consulting is looking to recruit an Administrative Assistant to work at ESA-ESTEC in Noordwijk, The Netherlands. The candidate will provide support to the directorate of Earth observation programmes (D/EOP). The directorate ensures that observation techniques are pursued and updated to the most updated technologies, and enhances scientific knowledge in order to improve earth observation.

Responsibilities of the Administrative Assistant

  • Secretarial support to the EOP-SM Division Administrative Assistant, for the Head of Division and Section teams, including:
  • Full secretarial duties for EOP-SM including e.g. typing, handling mail/faxes/calls/messages, appointments and mission administration, and to replace her during absence
  • Typing of correspondence, meeting minutes, reports, etc.
  • Sorting incoming mail/faxes, handling telephone calls/messages, and setting up appointments and video conferencing
  • Mission administration
  • Arranging meetings of mission advisory groups and external experts. This includes:
    • use of Lotus Notes to book meeting rooms and register external people into the Lotus Notes Visitors’ System
    • Preparation of meeting invitations
    • Preparation of mission claim packages for experts (includes use ofFilemaker Pro database)
    • requesting taxis via Reception, etc
    • Updating SAG/MAG list and URL to facilitate access by the EOP Directorate.
  • Preparation of camera-ready publications (e.g. Reports for Mission Selection) – layout in InDesign/Desk Top Publishing program & image manipulation when necessary
  • Updating of information & databases in Sharepoint, Filemaker (e.g. absence charts, document databases, conference & contracts lists, etc.) at Division and Department level
  • Maintenance of Division document registration/filing system on
  • SharePoint according to EOP-QMS standards
  • Tracking of staff Action items and reminders about outstanding actions
  • Keeping stores inventory for Division (preparing stock re-orders)

Profile of the Administrative Assistant

  • Completed secondary education and professional training in administrative and/or clerical support
  • At least 2 years of previous relevant practical working experience
  • High level of flexibility
  • Highly proficient in MS Office suite, Lotus Notes, Sharepoint and other personal computer software (a good knowledge of InDesign & Photoshop software would be an advantage)
  • Good organisation and good intrapersonal and communication skills
  • Ability to work quickly and cope with deadlines, pressure and work in a tea
  • Ability to establish and maintain effective working relationships with the outside world
  • Fluent in English; knowledge of another member state language is an asset


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