Key Tasks and Responsibilities

As part of the Telecommunications & Integrated Applications section, you will have the following responsibilities:

• Manage the project manager agenda and plan/organize/prepare all meetings;
• Analyse incoming e-mails (or any other documentation) and present these data in an organized and prioritized manner to the project manager. Ensure that important and urgent mail/documents reach him/her to ensure timely responses and following-up of actions;
• Write (draft) emails and replies to correspondence and inquiries as appropriate;
• Handle sensitive information in a confidential manner;
• Assist in the preparation of regularly scheduled reports / meetings;
• Prepare missions and travel arrangements and associated mission claims for the project manager and project team;
• Maintain up-to-date project team holiday / mission / training / conference records;
• Establish and maintain the structure and records and files on the Management Information Systems such as Eclipse, SharePoint in coordination with the project documentalist;
• Follow up of shopping carts and purchase orders approval in ESAP;
• Preparation and timely completion of the project team timesheets in ESAP;
• Assist the project manager and project team on communications / promotion of the project;
• Participation to organization of VIP / PR events as required;
• Provide general support to visitors;
• Coordinate actions with other assistants of the department and interface with the other assistants of the Directorate;
• Manage the procurement of office supplies and promotional items for the project in coordination with the project controller.

Skills & Experience

You will have the following qualifications and relevant experience:

• Strong command of the English language;
• Good communication skills (open, clear, concise);
• Strong organizational and planning skills;
• Excellent time management skills and ability to multi-task and prioritize work;
• Eagerness and capability to learn;
• Showing initiative, ability to work independently and autonomously;
• Proficient in MS Office tools, in particular Teams, PowerPoint, Outlook, Word and Excel;
• A good knowledge of Social Media tools (in particular LinkedIn) will be considered as an asset;
• Knowledge of Spanish language and other EU member state languages will be considered as an asset;
• Experience as an administrative assistant or in a related area will be considered as an asset;
• Fluency in English is mandatory; knowledge of another European language is an advantage.

This job is located in Noordwijk.

If you think you have what it takes for this job, please send your CV (in English and in Word or PDF) to Kalina Traykova, by clicking on the button “Apply for this job” quoting job NL-HP-5013.

An exciting and dynamic international working environment awaits you!