Administrative Assistant/Secretary (ESA/ESOC/Darmstadt)

  • Administrative Assistant/Secretary (ESA/ESOC/Darmstadt)

    Deadline for applications: ASAP

    For one of our main customers, ESA/ESOC we are currently looking for several Administrative Assistant to give administrative and secretarial support to various divisions on site at ESA/ESOC, Darmstadt, Germany.

Job overview

The European Space Agency is ATGs biggest client. They are an international organisation with 22 member states with sites in the Netherlands, Germany, Spain, France, Italy, UK and Belgium. ESA is Europes gateway to Space!

For one of our main customers, ESA/ESOC we are currently looking for several Administrative Assistant to give administrative and secretarial support to various divisions on site at ESA/ESOC, Darmstadt, Germany.


Tasks & Responsibilities

  • Telephone and e-mail handling service for any incoming service requests;
  • Distribution service for incoming calls, correspondence and documentation;
  • Travel coordination service (requesting, coordinating booking, handling mission reimbursements);
  • Tracking and data input service absence bookings;
  • Data entry service contacts/address book, agenda, calendars;
  • Monthly, quarterly and/or ad-hoc reporting services;
  • Conference/event/training participant registration service;
  • Guest/visitor registration service;
  • Meeting organisation and support service (preparation of agenda, provision of any support documentation, taking and drafting of Minutes);
  • Conference/Workshop organisational support service;
  • PR support service as for launch events;
  • Support the placing and tracking service of contracts, contract change notices, procurement actions, including verification of associated budgets and of invoices and delivery notes against payment plans using ERP system;
  • Monthly manpower booking services using an ERP system;
  • Multi-lingual service (English, French, German) for drafting presentations, preparing, editing and proofreading internal/external documents;
  • Translation from German to English and vice versa of incoming and outgoing correspondence;
  • Documentation updates/data entry service using Document Management Systems;
  • Visa applications service;
  • Filing support service;
  • Logistics service;
  • Administration and handling of shipment of goods and mail;
  • Handling arrival/departure of temporary staff;
  • Helpdesk/IT ticket support service;
  • Support manpower and workpackage planning/changes;
  • Support budget review processes, planning and monitoring;
  • Support service during launch preparation (e.g. launch folders, badge management, catering) and SVTs;
  • Support LEAN process activities using iObeya;
  • Support to ESA CCSDS and CEN/CENELEC contributions.

Requirements

  • Proficient in the English German language both written and spoken;
  • Knowledge of another official ESA language (French in particular) is an asset;
  • Highly proficient with modern electronics office automation Tools in particular Microsoft Office suite and ERP systems (SAP);
  • Lotus Notes, SharePoint;
  • Very organized, structured, excellent interaction with customers with adequate communication;
  • Familiarity with ESA working environment in a similar position is a distinct advantage.

What do we offer

ATG Europe offers excellent working conditions and provides you with all the necessary means to further your career. We believe that training and education, combined with regular assessments and a personal development plan, will create the best environment for growth. If needed we also assist you with settling in your new home or finding the right school for your children. ATG will help in any way it can, including a relocation budget that is applicable for ATG staff as well as employees working at one of our clients.