Secretary / Administrative Assistant at Telespazio Belgium

Telespazio Belgium can count on almost 40 years of experience in the field of Space Operations Service & Engineering activities.

We provide a significant contribution to the most major Space programs of the European Space Agency. Our core business is to work on the ground to build bridges into space, contributing to the success of ambitious missions.

The European Space Agency is our biggest client and we provide highly qualified employees to many sites of ESA but mainly for ESTEC in the Netherlands, and we provide a permanent contract with great benefits, a good salary, a relocation package along with genuine support to our employees.

On behalf of the European Space Agency, we are looking for a highly skilled Secretary/Administrative Assistant to work in ESTEC, in the Netherlands.

What is expect from you:

• Organize the schedule of the Head of Estates and Facilities Management Division, arrange appointments, meetings, visits, missions etc.;
• Edit (in English) documents, memos and presentations;
• Draft memos, letters, intranet communication and emails;
• Take minutes of meetings and track progress of actions;
• Collect input from the 3 sections of the division and prepare reports;
• Compose and type correspondence, documents and spreadsheets using office automation tools;
• Arrange missions for staff in the Division;
• Manage leave data (vacation, sick leave etc.) for the division staff and enter details in SAP system;
• Record the leave of contractor staff;
• Maintain a filing system in support of the various activities of the Division;
• Coordinate and follow up on deadlines in liaison with the Department’s secretary;
• Support the organization of divisional meetings and events;
• Manage stationary orders and related invoice control.

What you offer:

• Completed secondary education;
• Completed vocational education in the secretarial domain is a strong asset;
• At least 2 years of relevant experience;
• Proven professional skills in administrative and/or secretarial activities;
• Highly proficient in the use of Microsoft Office Software;
• Proficiency in ESA IT tools is an asset;
• Excellent organizational and communication skills;
• Able to establish and maintain effective and pleasant working relationships in an international environment and under high pressure;
• Proactive, assertive and able to prioritise;
• Proficiency in English, both written and spoken is mandatory;
• Knowledge of French is an asset;
• Knowledge of Dutch is not required, but can be considered an asset

What we offer:

• A competitive salary
  
• 30 days of paid annual leave, plus the days ESTEC is closed including public holidays (~12 days) based on a 40-hour working week;
• Hybrid working scheme (3 days in the office and 2 days remote in the Netherlands)
• Flexible working hours; you are in charge of your own agenda respecting core working hours
• Fully paid collective extensive health insurance scheme;
• A good pension scheme with no personal contribution;
• A career development (Coursera membership + training budget);
• Travel allowance;
• Extensive relocation package

Where:

You will be working within ESTEC, the European Space Agency’s offices in the Netherlands as a contractor for Telespazio Belgium. We don’t expect the employees to be on-site full time however you will still have to relocate to the Netherlands for this position.

Check out the ESTEC site here: esa.int/About_Us/ESTEC

When

Deadline to apply: 18/11/2024

Please note that interviews will be held either via skype, webex, other digital platforms or onsite in ESTEC

We look forward to receiving your application for this position!