Secretary / Administrative Assistant

We are looking for a Secretary / Administrative Assistant (M1) to join our Akkodis Aerospace team, working onsite at the European Space Agency in the Netherlands. 

General tasks to be performed: 

Secretarial and administrative support to ESA includes the following tasks:

• Day-to-day support to Unit personnel regarding business travel arrangements, leave management, coordination of training.
• Analysing incoming correspondence and documentation and managing 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.
• 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 taken minutes of coordination meetings for the Unit.
• Participation to organisation of events (e.g. workshops, conferences) as required.
• Participation to the preparation and the 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.

Special requirements for the division:

• Maintaining the risk register.
• Administering the SharePoint site.
• Setting up a configuration management for the Documents produced by the Division.
• Preparing presentations in Power Point on the basis of inputs provided by the experts.
• Handling confidential information and sensitive information.
• Proof reading, formatting of documents for the Executive Board and ESA governance bodies.
• Maintaining and updating the missions schedule for ESA Council.
• Supporting the PPS Project Manager in change management and logistical tasks

Company details

Akkodis has proudly supported the Aerospace & Defence industry in the Netherlands for decades. Our partnership with the European Space Agency (ESA) has been one of the many success stories allowing our people to expand their career horizons. Akkodis experts are contributing to some of the most important technical advances in Aerospace and Defence which impact the way we live our lives today, through specialised engineering expertise and other required skillsets. This could be your future. Become part of our successful team!

About ESA-ESTEC 

The European Space Agency (ESA) has sites in several European countries. 

The European Space Research and Technology Centre (ESTEC), has grown into ESA’s largest establishment and the technical and organizational hub of Europe’s space sector. Missions designed and tested at ESTEC are circling Earth, have landed on planetary bodies and have probed far into the Solar System.

The infrastructure and equipment assembled here, together with the expert knowhow of its 2800 personnel, make ESTEC a unique resource for Europe. The work done here by teams skilled in every aspect of engineering for space has enabled the creation of novel communication, navigation and information services, creating new jobs and growth while improving the lives of European and world citizens.

Candidate’s Profile

To successfully perform the above mentioned tasks, the following background / experience is required: 

• At least 2 years of experience in a similar role, preferably within an international environment.
• Proficient in the English language, both written and spoken; knowledge of another official ESA language is and asset.
• For site specific functions fluent knowledge of the local national language is also required.
• Highly proficient with modern electronics office automation tools in particular Microsoft Office 365.
• Familiarity with ESA working environment in a similar position is a distinct advantage.

Please send your CV to recruitmentaerospace@akkodisgroup.com before 17/09/2024