RT-C/EOP-PM/00089 Secretary / Administrative Assistant

Job Introduction

Serco is a specialist at delivering vital services on behalf of European, National and Local Governments.

Serco Europe employ’s a large workforce in Belgium, Luxembourg, France, Switzerland, Germany, Holland, Spain, Italy and the UK.

Our European operations have ca. 2,000 employees delivering critical services to public institutions throughout Europe. 

Role Responsibility

For our activities in ESTEC, we are currently looking for a Secretary / Administrative Assistant that will cover the secretarial support to the EOP-SM Division Administrative Assistant, for the Head of Division and Section teams, including: 

•    Full secretarial duties for EOP-SM including e.g. typing, handling
mail/faxes/calls/messages, appointments and mission administration, and
to replace other colleagues' absence.
•    Typing of correspondence, meeting minutes, reports, etc. 
•    Sorting incoming mail/faxes, handling telephone calls/messages, and
setting up appointments and video conferencing.
•    Mission administration.
•    Arranging meetings of mission advisory groups and external experts. 
This includes
o    use of Lotus Notes to book meeting rooms and register external people
into the Lotus Notes Visitors’ System.
o    Preparation of meeting invitations.
o    Preparation of mission claim packages for experts (includes use of
Filemaker Pro database).
o    requesting taxis via Reception, etc.
o    Updating SAG/MAG list and URL to facilitate access by the EOP
Directorate.
•    Preparation of camera-ready publications (e.g. Reports for Mission
Selection) – layout in InDesign/Desk Top Publishing program & image
manipulation when necessary. 
•    Updating of information & databases in SharePoint, Filemaker (e.g.
absence charts, document databases, conference & contracts lists, etc.)
at Division and Department level
•    Maintenance of Division document registration/filing system on
SharePoint according to EOP-QMS standards.
•    Tracking of staff Action items and reminders about outstanding actions 
•    Keeping stores inventory for Division (preparing stock re-orders).

Successful Candidate

The candidate should have/be:

• completed secondary education and professional training in administrative and/or clerical support with minimum 2 years of relevant working experience.
• fluent in English; knowledge of another member state language is an asset (e.g. French, German, Dutch etc.)
• High level of flexibility.
• Highly proficient in MS Office suite, Lotus Notes, Sharepoint and other personal computer software (a good knowledge of InDesign & Photoshop software would be an advantage).
• Good organisation and good intrapersonal and communication skills.
• Ability to work quickly and cope with deadlines, pressure and work in a team.
• Ability to establish and maintain effective working relationships with the outside world.

This job is offered as Fixed Term contract until 31/12/2019.

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Important

Any offer of employment is contingent upon you providing documents to verify your identity and employment eligibility, as required by law.

Applicants are reminded that they will be requested to produce such documentation during the recruitment process.

Please contact a member of the recruitment team if you require further details of acceptable types of documentation required for verification of identity and work authorization. 

For positions located within the Darmstadt Support Office please note that only applicants with no family affiliation within the Company will be considered.

Data Protection:

When creating a profile on the Serco Career Centre you agreed to the Data Protection policy, a copy is available upon request.

You may submit a written request revoking your consent to this agreement at any time.

Package Description

Full details on application.

Fixed Term contract until 31/12/2019.

About the Company

Serco Services GmbH, part of the Serco group, A FTSE250, Multi-national Service Provider with over 60,000 employees worldwide.

Serco’s space heritage over the last 40 years has placed us in the Space News Top 50 Space Industry Manufacturing and Services Companies - We work alongside EUMETSAT and the European Space Agency, where we are the largest on-site service provider with ca. 300 staff.

What connects the ever growing Serco workforce is a passion for delivering great service – To keep ahead we have to constantly evolve and enhance the way we deliver our services and everyone in Serco has a role to play here.

Serco provide the right environment to encourage ideas and a comprehensive Best Practice support network that enables them to put their ideas into action.

If you share our values then join with over 60,000 colleagues globally who are equally as passionate about delivering great service as you

Serco European Agencies