Secretary / Administrative Assistant

Job Introduction

Are you fascinated about Space? Do you have a working experience in the field of Administration? You could be our new Secretary / Administrative Assistant. Come and join talented diverse Serco team at the European Space Research and Technology Centre (ESTEC) based in Noordwijk, the Netherlands. 

Serco is among the leading Space Industry and Services Companies. 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, our employees have been providing everyday their technical, scientific and management skills to support the full range of European cornerstone space missions.  

Role Responsibility

As part of the Sentinel-5 project team at ESA/ESTEC, you will have the following responsibilities:

Provision of secretarial and administrative support to ESA organisational entities (Divisions, Services, Offices) and Projects (called Unit herein) based at ESTEC. It includes 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 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 taking minutes of coordination meetings for the Unit.
• Participation to organisation of events (e.g. workshops, conferences) as required.

In addition to the above, that corresponds to standard activities in support to an organisational unit, the work package may also cover the following tasks:

• Support to the Project Review Process.
• Support to visitor service: including access control, preparing visa applications, distribution of information material.
• ESA site administration: including periodical update (e.g. daily) of site schedule, updating and distribution of the site telephone list.
• Participation to the preparation and the publication of internal and external documents, including editing and proofreading.
• Data collection, extraction from various Corporate applications (e.g. SAP, PRISMA) and from various internal sources and data consistency checking and coherence analysis.
• Documentation management support related support to project reviews.
• Use of documentation system (e.g. Eclipse), registration / distribution/ exchange / archiving of documents.
• Support to launch campaign preparations.
• Being prepared to travel and co-locate for extended periods (several weeks) at the launch site.
• Secretarial and administrative support at the launch site during extended hours and during weekends.
• In addition to support to visitor service, also the collection and escort of visitors from ESTEC Security Gate to location.

Successful Candidate

Do you think you are the person we are looking for? See below what experience or knowledge you should bring::

• Proficient in the English language, both written and spoken; knowledge of another official ESA language is and asset.
• High level of flexibility as well as initiative and team spirit.
• Easy contact with personnel and well-balanced autonomy in the execution of the requested tasks.
• Rigor, commitment and reliability in the execution of the assigned tasks.
• Highly proficient with modern electronics office automation tools, in particular Microsoft Office suite and electronic mailing (preferably Lotus Notes).
• Ability to communicate with industry counterparts in the execution of the project specific tasks.
• Capacity to identify priority actions and handle high workload.
• Familiarity with ESA working environment in a similar position is a distinct advantage.

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

Serco is one of the world’s largest providers of public services to Governments employing over 50,000 people in over 20 countries. In Europe, Serco supports governments and international organisations in the delivery of essential public services with operations in Belgium, France and French Guyana, Germany, Italy, the Netherlands, Spain, Switzerland.

What connects the ever growing Serco workforce is a passion for delivering great service and 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. We have a mandate to execute brilliantly and our people lead and inspire based on our core values, Trust, Care, Pride and Innovation.

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.

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

If you share our values and want to join a team of over 50,000 passionate colleagues globally we want to hear from you.

Make a difference every day.

Take pride in what you do!

More at:

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

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

Serco European Agencies