RT-C/TEC-SF/00462 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. 

For our activities in ESTEC, we are currently looking for a Secretary / Administrative Assistant.

Role Responsibility

The post will be providing secretarial and administrative assistance to the Advanced Concepts & Studies Office (TEC-SF) and to the System and Concurrent Engineering Section (TEC-SYE). The post will be shared between these two entities.

The ideal candidate will focus his/her activities on the following tasks:

• Perform daily the regular secretarial functions, including mission travel arrangements, meetings organization and assistance, support to conferences (and more in general to events, invited talks, workshops) organization.
• Assist new members with respect to take up duty logistics.
• Support the recruitment process for RF, YGT and stagiaires maintaining a close working relation with ESA HR.
• Maintain and develop the group documentation system and for the Advanced Concepts & Studies Office (TEC-SF) the institutional knowledge.
• Support the organisation of the media-relations and act as day-to-day interface with the ESTEC Communications Office as needed.

In particular for TEC-SF:

• Have affinity with the specificities of an academic environments (flat hierarchical structure, open free speech environments, frequent testing of new tools, methods and techniques, frequent but low-cost conference participations).
• Need to be familiar (user level) or quickly get familiar with new web technologies for the groups’ internal organisation (use of wikis, blogs, svn, git, etc.).
• Assist TEC-SF members in exploring new technologies and techniques and in disseminating its scientific results.
• Photo and video documentation of ACT events and their communication via TEC-SF communication channels (website, twitter, youtube, diigo, wiki, social networks etc).
• Help to create media content to support the TEC-SF research result communication (images, short videos, etc.).
• Be comfortable with checking and correcting English language, especially proof reading TEC-SF web stories and where needed scientific papers.
• Keep a very close working relationship with the team members located in Paris.

In particular for the Engineering Section (TEC-SYE):

• Support in organising administratively technical studies performed in the facility called Concurrent Design facility (CDF), in particular implementation the work package for the studies in the manpower booking system.
• Provide administrative assistance to the CDF.

The successful post holder will also perform a range of the following tasks:

• 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.
• Support to the Project Review Process

Successful Candidate

The successful candidate shall have successfully completed secondary education and professional training in administrative support or communication, and minimum 2 years of relevant professional experience in Communications/Public Relations.

The ideal candidate must be autonomous in carrying out the tasks assigned with a strong sense of dedication and motivation.

Due to the shared position (between TEC-SYE and TEC-SF), flexibility and excellent organisation skills are a must.

The ideal candidate should also have:

• Good interpersonal skills and the ability to work in a team with the other administrative assistants in the department and with the technical teams.
• Good communication skills are needed.
• Knowledge or demonstrated interest in academic & research and technical environment is an asset.
• Knowledge in audio video communication, including the new web technologies (or interest to learn) is an asset.
• Open to and interested in new technologies and techniques.

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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.

Relocation assistance provided (if applicable).

About the Company

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 50,000 colleagues globally who are equally as passionate about delivering great service as you.

Serco European Agencies