Administrative Assistant

Job Description:

As part of the Administrative Support domain, we are looking for a motivated and service-oriented professional to join our Secretarial Services team. This opportunity is within the Administrative and Management Support Service, where you will play a key role in delivering high-quality administrative and management support while contributing to the effective day-to-day operations of the team. Working closely with colleagues, you will help ensure the smooth running of the service and support a dynamic and collaborative working environment.

Key Responsibilities

• Organisation of meetings, workshops, Conferences and related logistics

• Secretarial Support

• Newcomer handling (Badge request, IT request, Office Accommodation)

• Public Relations planning and support

• Filtering correspondence and enquiries

• Taking and producing minutes of meetings

• Preparation of background data before meetings

• Travel organisation

• Financial activities in SAP, Manpower Planning and assignment in PLANISWARE 

• Booking the timesheets for Staff members

• Production of statistics for missions etc.

Essential Skills and Qualifications

• At least a secondary education and professional training in administrative techniques.

• Applicants must be highly proficient in MS Office (Word, Excel & PowerPoint) and Corporate E-mail Systems (Outlook).

• Strong proficiency in Microsoft Office applications, particularly Word, Excel, and PowerPoint, as well as experience using corporate email systems such as Outlook.

• Excellent organisational skills, with a keen eye for detail and the ability to build and maintain effective working relationships.

• A proactive, self-motivated approach, with the ability to work independently and effectively in an international and multicultural environment.

• Fluency in English, which is the Agency's primary working language. Knowledge of German would be considered an asset.

Desirable Skills

• Practical knowledge of SAP and familiarity with ESA financial and procurement processes.

• Experience using document management systems, such as ECLIPSE/Spice.

• Proficiency in Microsoft SharePoint and Microsoft Teams.

• A good understanding of service delivery principles and the ability to work effectively as part of a service-oriented team.

• Previous experience in public relations or a related field.

Furthermore

• CV in Europass Format

• Permission to work in the EU

Seniority:

Expert

Primary Location:

DE - Darmstadt - ESOC

Contract Type:

Hybrid Working:

Onsite