Administrative Assistant

As part of the Administrative Support domain, we are looking for a motivated and service-oriented professional to join our Secretarial Services team at ESOC. This opportunity is within the Administrative and Management Support Service, where you will play a key role in delivering high-quality administrative and management support while contributing to the effective day-to-day operations of the team. Working closely with colleagues, you will help ensure the smooth running of the service and support a dynamic and collaborative working environment.

Key Responsibilities

• Organisation of meetings, workshops, Conferences and related logistics
• Secretarial Support
• Newcomer handling (Badge request, IT request, Office Accommodation)
• Public Relations planning and support
• Filtering correspondence and enquiries
• Taking and producing minutes of meetings
• Preparation of background data before meetings
• Travel organisation
• Financial activities in SAP, Manpower Planning and assignment in PLANISWARE
• Booking the timesheets for Staff members
• Production of statistics for missions etc.

Essential Skills and Qualifications

• At least a secondary education and professional training in administrative techniques.
• Applicants must be highly proficient in MS Office (Word, Excel & PowerPoint) and Corporate E-mail Systems (Outlook).
• Strong proficiency in Microsoft Office applications, particularly Word, Excel, and PowerPoint, as well as experience using corporate email systems such as Outlook.
• Excellent organisational skills, with a keen eye for detail and the ability to build and maintain effective working relationships.
• A proactive, self-motivated approach, with the ability to work independently and effectively in an international and multicultural environment.
• Fluency in English, which is the Agency's primary working language. Knowledge of German would be considered an asset.
• Practical knowledge of SAP and familiarity with ESA financial and procurement processes.
• Experience using document management systems, such as ECLIPSE/Spice.
• Proficiency in Microsoft SharePoint and Microsoft Teams.
• A good understanding of service delivery principles and the ability to work effectively as part of a service-oriented team.
• Previous experience in public relations or a related field.

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