Secretary / Administrative Assistant

We are looking for a Secretary / AdministrativeAssistant (M1) to join our Akkodis Aerospace team, working onsiteat the European Space Agency in Harwell, United Kingdom. This is acover position from February 2025 – September 2025. Akkodis hasproudly supported the Aerospace & Defence industry for decades.Our partnership with the European Space Agency (ESA) has been oneof the many success stories allowing our people to expand theircareer horizons. Akkodis experts are contributing to some of themost important technical advances in Aerospace and Defence whichimpact the way we live our lives today, through specialisedengineering expertise and other required skillsets. This could beyour future. Become part of our successful team! Specific tasks tobe performed: - Supporting the Line Managers and teams in thepreparation and follow up of administrative, organisational andcontractual matters. - Planning/coordinating the commitments andmeetings, organising calendar and keeping the Line Managersinformed on all issues of concern; supervising the preparation offiles for such meetings and any special subjects. - Answeringincoming calls and performing a pre-screening of these calls fordirect connection with the Line Managers or for reply at a latertime. Keeping organised records of these calls and checking closureand follow up. - Analysing incoming mail- paper and e-mail - andpresenting these data in an organised and prioritised manner.Ensuring that important and urgent mail reaches staff to insuretimely responses. - Ensuring the diffusion of information for theTeams. - Preparation of staff missions and travel arrangements. -Coordinating actions with other secretaries of the Department/Division; Administrative support Coverage for other units whencolleagues are on leave. - Composing routine correspondence andkeeping a filing system for incoming/outgoing mail. Generatingdocuments and textual and graphics presentations. - Check forcorrect authorisation, substantiating documentation and adherenceto Agency rules and practice (ref. leave, mission, conference,authorisation with regards to Staff Rules and Regulations, as wellas financial procedures). For the execution of the tasks thecontractor will be expected to use related ESA Corporate softwaretools and documentation systems. - Administering and maintainingthe office documentation systems. Setting up the folder structure,registration, filing and distribution of correspondence and otherdocumentation processed. - Follow up of teams’ actions. - Onpersonal initiative or on instructions, collecting information anddocuments necessary for the teams to take actions on given issues.- Interfacing and providing support to teams on administrativematters related to use of the relevant systems. - Coordination withFacility Management for local, on-site support (e.g. staff andcontractors TUD/leaving/relocating). - Participating to Eventsorganisation. To successfully perform the above mentioned tasks,the following background / experience is required: - Administrativeassistant experience at executive level and in an internationalcontext; - Strong knowledge of Microsoft365 and Teams; - A goodknowledge of the various ESA tools (i.a. MAS, ESA-P) is welcomed; -Strong command of the English language. Knowledge of anotherEuropean language is considered an asset; - Knowledge of workingmethods in the space/telecommunications sector is considered anasset; - It is important to note that this position requires a highlevel of confidentiality About ESA ECSAT The European Centre forSpace Applications and Telecommunications (ECSAT) is ESA’s newfacility in the United Kingdom. It is based at the Harwell Science,Innovation and Business Campus in Oxfordshire. ECSAT is the mostrecent addition to ESA’s operational sites across Europe. Firstopened in 2009, ECSAT will be developed by ESA following agreementsreached between the UK and ESA in November 2012. ECSAT will supportactivities related to telecommunications, integrated applications,climate change, technology and science. Please send your CV before14/11/2024