RT-C/TIA-PPA/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. 

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

Role Responsibility

The ideal candidate will focus on the following tasks:

• Coordinating actions with the Head of Department (TIA-P), TIA-PP (Microsatellites), TIA-PPA (ESAIL), and other projects as requested;
• Organizing and coordinating high-level meetings (e.g. Programme Boards) with Industry.
• Coordinating actions with other secretaries of the TIA-P department.
• Planning/coordinating the commitments and meetings, organizing calendar and keeping the Project Managers informed on all issues of concern; supervising the preparation of files for such meetings and any special subjects.
• On personal initiative or on instructions, collecting information and documents necessary for the Project Staff to take actions on given issues.
• Analysing incoming mail- paper and e-mail - and presenting these data in an organized and prioritized manner. Ensuring that important and urgent mail reaches staff to insure timely responses.
• Ensuring the diffusion of information between the TIA-PP (Microsatellites), TIA-PPA (ESAIL) and other project teams, as required.
• Answering incoming calls and performing a pre-screening of these calls for direct connection with the Project Managers or for reply at a later time. Keeping organized records of these calls and checking closure and follow up.
• Preparation of staff missions and travel arrangements.
• Supporting the TIA-PP, TIA-PPA and other projects staff in the preparation and follow up of administrative, organisational and contractual matters.
• Composing routine correspondence and keeping a filing system for incoming/outgoing mail. Generating documents and textual and graphics presentations.
• 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).
• For the execution of the tasks the contractor will be expected to use related ESA Corporate software tools, documentations systems, and databases and interface with the relevant actors across the Agency.
• Provide Support            to ensure the implementation and operations of the Department Documentation Management System in accordance with the ISO requirements and TIA processes.
• Establishing and maintaining the structure and records and files on the Management Information Systems such as Eclipse. Interfacing and providing support to department staff on administrative matters related to use of the relevant systems.
• Supporting the ISO management system and processes. Support to reviews and audits, and preparation of files as background for meetings and special studies.
• Administering and maintaining the office documentation systems. Setting up the folder structure, registration, filing and distribution of correspondence and other documentation. Follow up of departmental actions using the Eclipse Documentation Management System.

Successful Candidate

The successful candidate shall have successfully completed secondary education and professional training in administrative techniques or in secretarial related activities, and minimum 5+ year’s administrative assistant experience at the executive level.

The ideal candidate should also have:

• Experience in ESA Telecom environment, knowledge about Public Private Partnerships and handling ESA Classified Documentation shall be considered as an asset.
• A fluent knowledge of the English language is required.
• Strong knowledge of MS Office, including Word, Excel, Power Point, Project, Visio, LotusNotes and Outlook;
• A good knowledge of the various ESA tools (MAS, Time Sheet, Flexi-time…) would be an asset;
• Knowledge of ESA Eclipse Documentation Management System is 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. 

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