Are you looking for a new opportunity in a fast-moving global company with a family feel? A job where you could have an impact? We are looking for a motivated individual to provide Administrative Support to the Science and Operations Department (SCI-S) based at the ESAC premises near Madrid, Spain. This position covers secretarial, administrative, and documentalist services in support of all organizational SCI-S entities and projects (Department, Divisions, Services, Offices, and Units) based at ESAC. Standard tasks are complemented by specific tasks to cope with the peculiarities of the Science and Operations Department.
About the client and location: The European Space Astronomy Centre (ESAC) is the European Space Agency's (ESA) base in Madrid, Spain. ESAC is responsible for all of ESA's research into astronomy and solar system exploration, as well as being the location of ESA's space telescope. It is from here that archives are stored on ESA's science missions, which are then made accessible for researchers all around the world.
Tasks and Activities: The scope of work will include:
Providing day-to-day support to unit personnel regarding business travel arrangements, leave management, coordination of training.
Dealing with incoming telephone calls and information requests.
Coordinating the organization of events (e.g. workshops, conferences).
Providing various logistic support to the Unit.
Supporting new arrivals and departures of Unit personnel.
Organizing room and resource bookings for meetings and/or events.
Documentation management, distribution/registration of mail and documents.
Organizing agendas and meetings, including organizing the agendas of the relevant heads, in close coordination with the latter.
Following up with procurement requests and actions.
Maintaining document libraries, including maintaining change log, distribution lists, and issuing information notes to concerned users.
Following up action lists for the Unit and taking minutes of coordination meetings.
Skills and Experience: The following skills and experience are mandatory:
Previous administrative work experience.
Proficient in using electronic office tools, in particular Microsoft Office and Adobe Acrobat, electronic mailing, videoconferencing tools, and collaborative working tools (such as SharePoint).
Able to treat information related to the service with confidentiality, discretion, and integrity.
A high level of communication and organizational skills, with attention to detail, flexibility, and ability to identify priorities.
Autonomous and problem-solving mindset.
Service-oriented attitude, team spirit, and the ability to work cooperatively with other services and people in an international environment.
Fluent in English and Spanish (at CEFR level C1 or above).
The following skills and experience would be highly desirable:
Experience in documentation management systems (e.g. Eclipse/DCCM).
Experience with ESA would be an asset.
Experience with financial tools (e.g. SAP).
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