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Communication and Events Administrative Assistant

  • Reference UK-HP-4793
  • Location Harwell, UK
  • Closing date 16 May 2022

HE Space is a successful international space company. For nearly 40 years, we have been supporting our customers with qualified experts in the field of engineering, science and administration. We are currently looking for a Communication and Events Adm. Assistant to support our customer in the United Kingdom.

Key Tasks and Responsibilities                 

As part of the Telecommunications and Integrated Applications Directorate, you will have the following responsibilities:

  • 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 incomingcorrespondence and documentation and managing 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   taken   minutes   of coordination meetings for the Unit;
  • Participation to organisation of events (e.g. workshops, conferences) as required;
  • 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;
  • Maintaining the business opportunities portfolio and support the analysis of pursued prospects for the preparation of status reporting to Management and inform towards the strategic actions of TIA-S;
  • Supporting the business development team in outreach activities towards NewSpace and non-space communities.

Skills & Experience

You will have the following qualifications and relevant experience:

  • Good knowledge of ESA telecommunications and integrated application programmes is a distinct asset;
  • Experience working in outreach and supporting the build-up of new collaboration opportunities;
  • Strong skills in planning and organisation, communication, relationship management and customer focus as well as innovation and creativity;
  • Familiarity with ESA working environment in a similar position is a distinct advantage;
  • Highly proficient   with   modern   electronics   office   automation   tools   in   particular Microsoft Office suite and electronic mailing (preferably Lotus Notes;
  • Fluency in English is mandatory; knowledge of another European language is an advantage.

This job is located in Harwell (UK). We welcome applicants who are available as soon as possible.

If you think you have what it takes for this job, please send your CV together with a letter of motivation (both in English and in Word) to Tobias Bruns, by clicking on the button “Apply for this job” quoting job UK-HP-4793 before 16-May-22.

An exciting and dynamic international working environment awaits you!

Communication and Events Administrative Assistant


HE Space recruiting for ESA

More information

Tobias Bruns
Tobias Bruns
  • Recruiter
  • +49 421 430 423 14

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