Administrative Assistant

Job Description:

As part of the Administrative Support domain, we are looking for a motivated and service-oriented professional to join our Secretarial Services team. This opportunity is within the Administrative and Management Support Service, where you will play a key role in delivering high-quality administrative and management support while contributing to the effective day-to-day operations of the team. Working closely with colleagues, you will help ensure the smooth running of the service and support a dynamic and collaborative working environment.

Key Responsibilities

Organisation of meetings, workshops, Conferences and related logistics

Secretarial Support

Newcomer handling (Badge request, IT request, Office Accommodation)

Public Relations planning and support

Filtering correspondence and enquiries

Taking and producing minutes of meetings

Preparation of background data before meetings

Travel organisation

Financial activities in SAP, Manpower Planning and assignment in PLANISWARE 

Booking the timesheets for Staff members

Production of statistics for missions etc.

Essential Skills and Qualifications

At least a secondary education and professional training in administrative techniques.

Applicants must be highly proficient in MS Office (Word, Excel & PowerPoint) and Corporate E-mail Systems (Outlook).

Strong proficiency in Microsoft Office applications, particularly Word, Excel, and PowerPoint, as well as experience using corporate email systems such as Outlook.

Excellent organisational skills, with a keen eye for detail and the ability to build and maintain effective working relationships.

A proactive, self-motivated approach, with the ability to work independently and effectively in an international and multicultural environment.

Fluency in English, which is the Agency's primary working language. Knowledge of German would be considered an asset.

Desirable Skills

Practical knowledge of SAP and familiarity with ESA financial and procurement processes.

Experience using document management systems, such as ECLIPSE/Spice.

Proficiency in Microsoft SharePoint and Microsoft Teams.

A good understanding of service delivery principles and the ability to work effectively as part of a service-oriented team.

Previous experience in public relations or a related field.

Furthermore

CV in Europass Format

Permission to work in the EU

Seniority: Expert

Primary Location: DE - Darmstadt - ESOC

Contract Type:

Hybrid Working: Onsite