Documentalist/ Event Coordinator

  • Reference NL-HP-24049
  • Location Noordwijk, The Netherlands
  • Closing date 18 April 2024
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HE Space is a successful international space company. For 40 years, we have been supporting our customers with qualified experts in the field of engineering, science and administration. HE Space has joined forces with CS Group to lead the engineering and digital space market in Europe and to provide highly skilled consulting.

Key Tasks and Responsibilities              

As part of the Document Management Team, you will have the following responsibilities:

  • Handling formal communication, within the complex institutional and commercial environment of ESA, EU and industrial partners and analyse the importance/status of the documentation, classify it accordingly and provide related support on the range of issues addressed;
  • Reporting directly to the Programme Manager , and with a high degree of autonomy, the post holder’s responsibilities will include:
  • Operate, maintain the Programmes relevant DMS (sharepoint, eclipse etc) for informal and official documentation for senior management with internal and external relations including C-level executives—where applicable set-up an archive of original documents;
  • Process configuration controlled document changes of official papers relevant to the activities of the Directorate;
  • Draft documentation and correspondence, consolidate inputs to monthly reports following internal procedure with regard to the registration, distribution and filing of
  • Documents;
  • Support to daily activities of the office Programme, Management Office;
  • Reporting directly to the IRIS² Office Programme;
  • Manager For the sessions: Prepare and send out the agenda;
  • Arrange the logistics;
  • Write, register, store and distribute the minutes;
  • Establish and maintain and follow-up Action Item list;
  • Consolidate and support validation of senior management inputs to corporate communication and relevant publications, coordinate interview requests, etc. With a special attention to the development of communication with management interacting with external stakeholders, maintain and develop a DMS/CRM;
  • Support organisation of internal and external events in particular events with C-level executives;
  • Prepare and manage the logistic event planning of events such as an yearly seminar;
  • Coordinate participation to main conferences.

Skills & Experience

You will have the following qualifications and relevant experience:

  • A broad knowledge to navigate around and understand formal communication and be able to analyze a range of issues within complex institutional environments and industrial landscape;
  • Experience in documentation management (focus of the role) and in the field of communication (supportive function);
  • A good sense of organization;
  • Interest and good understanding of ESA Programmes and related activities;
  • knowledge and experience in the field of satellite telecommunication and experience with liaising with C-level executives would be a distinct advantage;
  • Be capable to execute activities with a high degree of autonomy;
  • Deliver qualitative output under time pressure;
  • Excellent interpersonal and communication skills as well as tact and discretion are Required;
  • Proficiency in the use of the Agency’s information systems and tools is an asset;
  • Fluency in English is mandatory; knowledge of another European language is an advantage.

This job is located in Noordwijk, The Netherlands.

If you think you have what it takes for this job, please send your CV (in English and in Word or PDF) to Viktoria Panicharova, by clicking on the button “Apply for this job” quoting job NL-HP-24049.

An exciting and dynamic international working environment awaits you!

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More information

Viktoria Panicharova
Viktoria Panicharova
  • Recruiter
  • +31 71 341 7501
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