Secretary / Administrative Assistant
We have an exciting (and challenging) opening for a Secretary / Administrative Assistant in Noordwijk.
Dynamic, Energetic, Entrepreneurial, Highly Motivated, Resilient … If this describes you then we would love to hear from you :)
Discover the offer below and click on ‘Apply’ if you know that your skillset and talents are a suitable match for this opportunity.
- Serco – The employer of choice for a career within the Space Sector.
Serco are a trusted provider of services to National Space Agencies and the European Space Agency (ESA), we have over 40 years’ experience supporting the space sector and providing services for all stages of our customer’s space missions.
- Join our community of space specialists across Europe
We are proud to support the European institutional Space landscape: Serco boasts an extensive network of Space professionals located at our offices in Darmstadt, Noordwijk, Frascati, Paris and Madrid, all within close proximity of our two largest space sector customers, European Space Agency/European Space Operations Centre (ESA/ESOC) and European Organisation for the Exploitation of Meteorological Satellites (EUMETSAT).
- Supporting Women in Aerospace
Diversity and Inclusion is extremely important to us. Supporting women's opportunities, development and visibility in the space sector is key and that is why we are proud members and supporters of Women in Aerospace Europe, a dynamic and global network supporting women's careers in Aerospace.
As Secretary / Administrative Assistant you will concentrate your activities on the following:
- Supporting the Line Managers and teams in the preparation and follow up of administrative, organisational and contractual matters
- Planning/coordinating the commitments and meetings, organising calendar and keeping the Line Managers informed on all issues of concern; supervising the preparation of files for such meetings and any special subjects
- Answering incoming calls and performing a pre-screening of these calls for direct connection with the Line Managers or for reply at a later time. Keeping organised records of these calls and checking closure and follow up.
- Analysing incoming mail- paper and e-mail - and presenting these data in an organised and prioritised manner. Ensuring that important and urgent mail reaches staff to insure timely responses
- Ensuring the diffusion of information for the Teams.
- Preparation of staff missions and travel arrangements.
- Coordinating actions with other secretaries of the Department/ Division; Administrative support Coverage for other units when colleagues are on leave
- Composing routine correspondence and keeping a filing system for incoming/outgoing mail. Generating documents and textual and graphics presentations
- Check for correct authorisation, substantiating documentation and adherence to Agency rules and practice (ref. leave, mission, conference, authorisation 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 and documentation systems
- Administering and maintaining the office documentation systems. Setting up the folder structure, registration, filing and distribution of correspondence and other documentation processed
- Follow up of teams’ actions
- On personal initiative or on instructions, collecting information and documents necessary for the teams to take actions on given issues.
- Interfacing and providing support to teams on administrative matters related to use of the relevant systems
- Coordination with Facility Management for local, on-site support (e.g. staff and contractors TUD/leaving/relocating)
- Participating to Events organisation
Do you think you are the person we are looking for? See below what experience or knowledge you should bring:
- Strong command of the English language. Due to the nature of the project Greek will be a distinctive advantage. Knowledge of another European language is considered an asset;
- Administrative assistant experience at executive level and in an international context;
- Strong knowledge of Microsoft365 and Teams;
- A good knowledge of the various ESA tools (i.a. MAS, ESA-P) is welcomed;
- Knowledge of working methods in the space/telecommunications sector is considered an asset;
- It is important to note that this position requires a high level of confidentiality.
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.
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.
What we offer if you join our amazing team:
• Competitive Salary
• Corporate Benefits Package
• Support provided to EU Nationals requiring relocation – Information available upon request
• 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.
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 60,000 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.
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.
Serco European Agencies