RT-C/TIA-P/00116 Secretary / Administrative Assistant

Job Introduction

Serco is among the leading Space Industry and Services Companies. We have over 40 years’ experience in supporting the space sector: Since the creation of the European Space Agency (ESA), our employees have been providing everyday their technical, scientific and management skills to support the full range of European cornerstone space missions. 

We currently have an exciting opportunity for a Secretary / Administrative Assistant, based in ESTEC (Noordwijk,Netherlands).

Role Responsibility

The right candidate will carry out the following tasks:

• Analysing incoming mail-paper and e-mail and presenting these data in an organized and prioritized manner to the Head of Department. Ensuring that important and urgent mail reaches the H/Department Office to ensure timely responses and following-up of actions;
• Supporting the Department Head in the preparation and follow up of administrative, organizational as well as contractual matters;
• Support and follow up the Department programmes activities and milestones in liaison with the Head of Department;
• Manage the procurement of promotional items for the Department in liaison with the Project Controllers; including preparation of requirements;
• On personal initiative or on instructions, collecting information and documents necessary for the Department Staff to take action on given issues;
• Maintaining TIA-P master data in ESAP in particular for Timesheet approval and for Procurement actions (follow up of shopping carts and POs approval);
• Preparation of monthly ESAP reports about Departmental time sheets approval;
• Coordinating actions with other assistants of the department and interface with the other assistants of the Directorate;
• Interfacing and coordinating activities and meetings within TIA-P department and with the other TIA or ESA departments and support on administrative matters related to use of the relevant systems;
• Check for correct authorization, substantiating documentation and adherence to Agency rules and practice (ref. leave, mission, conference, authorization with regards to Staff Rules and Regulations, as well as financial procedures) before submission for TIA-P Head of Department’s approval;
• Drafting of replies to correspondence and inquiries as appropriate and handling of the registration and distribution of correspondence and filing meetings and missions;
• Answering incoming calls and performing a pre-screening of these calls for direct connection with the Department Head or for reply at a later time.
• Keeping organized records of these calls and checking closure and follow up Administration;
• Planning/coordinating the Department Head agenda, commitments and meetings, organizing the missions and keeping the Department Head informed on all issues of concern;
• Preparing/coordinating and monitoring the timely completion of inputs for Directorate’s meetings supervising the preparation of files/reports for such meetings and special subjects;
• Preparation of the Department Head’s missions and travel arrangements and associated mission claims;
• Organizing VIP events and participation of the Department Head to any other events as required by his position;
• Collecting and filing of documentation and in particular JCB, legal and financial documents;
• Establishing and maintaining the structure and records and files on the Management Information Systems such as Eclipse, SharePoint.

Successful Candidate

 The following specific competence are required:

• An university’s degree preferably in Business and administration discipline is an asset.
• A solid and multiple years of experience in assisting Senior Executive is mandatory.
• Proven sense of confidentiality.
• Excellent interpersonal and communication skills as well as very good qualities of order, method, tact, initiative, and in particular discretion are required.
• A proficiency in the use of the Agency’s information systems and tools (ESAP, Eclipse) is an asset. 
• Strong knowledge of MS Office tools, in particular Excel and powerpoint;
• A good knowledge of French language will be considered as an asset.

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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. 

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

Excellent Salary 

Corporate Benefits Package 

Relocation Assistance (if applicable)

Further information available from the Serco Europe Recruitment Team

About the Company

Serco is one of the world’s largest providers of public services to Governments employing over 50,000 people in over 20 countries In Belgium and Luxembourg we work closely with the European Institutions providing crucial Services with over 220 staff members.

The services we provide are often of critical importance to the communities and nations we serve, Providing public services is one of the most satisfying and rewarding careers you can have, you have an ability to make a real positive difference to people’s lives and to your community and country.

As a business which delivers “front-line” public services, employing tens of thousands of people, we are constantly developing and promoting people; our need for skilled professionals is insatiable and few companies can offer as many opportunities for individuals to grow their careers

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

A career with Serco offers the chance to work with both inspirational people and innovative contracts, in a dynamic and exciting environment.

We have a mandate to execute brilliantly and our people lead and inspire based on our core values, Trust, Care, Pride and Innovation.

Take pride in what you do.

Serco European Agencies