Secretary / Administrative Assistant (RT-C/EOP-B/00139)

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.  

Serco and Proud - Make a difference every day.

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

Role Responsibility

• Division Secretarial duties in a team of two, including e.g. letter preparation, handling email/mail/calls/messages, appointments and mission administration, and to substitution/delegation of tasks during absence of Second Secretary/Admin Assistant.
• Typing of correspondence, meeting minutes, reports, etc.
• Sorting incoming mail/faxes, handling telephone calls/messages, and setting up appointments and video conferencing
• Maintenance of EOP-SM Division Document Databases: Final Study Contract Report Database & QMS Document Libraries, Document Registration System,
• Maintenance of Mission Advisory Group Sharepoint database records according to ISO9001 QMS standards
• Staff Mission administration and monitoring of finances/travel budget spend profile
• Arranging meetings of the Advisory Committee for Earth Observation, and Advisory Groups comprised of external experts.
• Meetings and Workshops logistics support, use of Calendar (Outlook) for meeting scheduling, and Central Booking System for reserving rooms
• Preparation and distribution of meeting invitations and use of ESTEC Visitors’ System for registering external meeting participants
• Preparation of mission claim packages for external Experts
• Requesting taxis and booking transportation via Reception
• Maintaining and updating Advisory Groups list and Meeting Calendar
• Preparation of reports and publications – including layout in Desktop Publishing programs & image manipulation when necessary
• Updating of information & databases in Sharepoint teamsite (e.g. absence charts, document databases, conference & contracts lists, etc.)
• Maintenance of Document Registration/filing System on SharePoint according to EOP-QMS standards, including contractual information, letters, reports and confidential correspondence.
• Tracking of Staff Action items and reminders
• Keeping stores inventory for Division (preparing stock re-orders).

Successful Candidate

• Fluent in English; knowledge of another member state language is considered an asset
• High degree of flexibility and self-motivation to work in a fast-paced environment with good organisation, strategic planning, discipline and independence
• Responsible, discrete, dependable, reliable
• Highly proficient in Office365 (incl. Word, Excel, Sharepoint, Outlook) and other personal computer software (a good knowledge of InDesign & Photoshop, or equivalent software is an advantage).
• Good intrapersonal and communication skills. Ability to work quickly and cope with deadlines, pressure and work in a diverse team comprising 3 Sections
• Ability to establish and maintain effective relationships within ESA across establishments, and with external organisations

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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

What we offer if you join our amazing team:

• Competitive Salary 

• Corporate Benefits Package 

• Exciting relocation package​ (if applicable) 

• Company events

About the Company

Why should you join Serco ?

At Serco not only is the nature of the work we do important, everyone has an important role to play.

Meaningful and vital work - You’ll contribute to methodologically intercepting challenges whilst achievements will also be recognised and celebrated.

A world of opportunity - You’ll be wholeheartedly supported with development and career progression

Great people - You’ll become an integral member of a well-defined and supportive team who believe passionately in the value of our work.

What we offer

• Chance to contribute to innovation in the public services sector
• A company passionate about diversity and inclusion
• Permanent employment with comprehensive Serco Benefits package.
• Pension

About Serco

At Serco, not only is the nature of the work we do important, everyone has an important role to play when managing complex public services.  

We are a team of 50,000 people responsible for delivering essential public services around the world, we are innovators, committed to redesigning and improving public services for the benefit of everyone.

By joining Serco you will have unlimited access to our Global Employee Networks – SercoInspire (Gender), SercoEmbrace (Multicultural), SercoUnlimited (Disability) and In@Serco (LGBT & Networks). Serco Employee Networks, led by colleagues who are passionate about diversity, inclusion and belonging. 

Apply

Please click on the apply button to be taken to our careers website

Serco is a Disability Confident Employer committed to employing and retaining people with disabilities.  Disabled applicants who meet the minimum criteria for the job will be given the opportunity to demonstrate their abilities at an interview.

More at:

https://www.serco.com/eu/sector-expertise/space

https://www.serco.com/eu/careers/careers-in-space

Serco European Agencies