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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 expected from you: Day-to-day support to Unit personnel regarding business travel arrangements, leave management, coordination of training.Dealing with incoming telephone calls and information requests.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.Administration and handling of shipment of goods and express mail.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. In addition to the above that correspond to standard activities in support to an organisational unit, the work package may also cover the following tasks: Support to the Project Review Process.Support to visitor service: including access control, preparing visa applications, distribution of information material.ESA site administration: including periodical update (e.g. daily) of site schedule, updating and distribution of the site telephone list.Participation to the preparation and the publication of internal and external documents, including editing and proofreadingData collection, extraction from various Corporate applications (e.g. SAP, PRISMA) and from various internal sources and data consistency checking and coherence analysis. What you offer: 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 suite and electronic mailing (preferably Lotus Notes).Familiarity with ESA working environment in a similar position is a distinct advantage. 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)Flexible working hours; you are in charge of your own agenda respecting core working hoursFully 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: 29/05/2023 Expected starting date: To be defined with ESA after a recruitment process of about 3 months Please note that interviews can/will be held via skype, webex or other digital platforms but might be held in person, on site in ESTEC. We look forward to receiving your application for this position!
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