As part of ESA ECSAT, you will have the following responsibilities:

• Supporting the Line Managers and teams in the preparation and follow up of administrative, organisational and contractual matters;
• Planning/coordinating the commitments and meetings, organising calendar and keeping the Line Managers informed on all issues of concern;
• supervising the preparation of files for such meetings and any special subjects;
• Answering incoming calls and performing a pre-screening of these calls for direct connection with the Line Managers or for reply at a later time;
• Keeping organised records of these calls and checking closure and follow up;
• Analysing incoming mail- paper and e-mail - and presenting these data in an organised and prioritised manner;
• Ensuring that important and urgent mail reaches staff to insure timely responses;
• Ensuring the diffusion of information for the Teams;
• Preparation of staff missions and travel arrangements;
• Coordinating actions with other secretaries of the Department/ Division; Administrative support Coverage for other units when colleagues are on leave;
• Composing routine correspondence and keeping a filing system for incoming/outgoing mail;
• Generating documents and textual and graphics presentations;
• Check for correct authorisation, substantiating documentation and adherence to Agency rules and practice (ref. leave, mission, conference, authorisation with regards to Staff Rules and Regulations, as well as financial procedures);
• For the execution of the tasks the contractor will be expected to use related ESA Corporate software tools and documentation systems;
• Administering and maintaining the office documentation systems;
• Setting up the folder structure, registration, filing and distribution of correspondence and other documentation processed;
• Follow up of teams’ actions;
• On personal initiative or on instructions, collecting information and documents necessary for the teams to take actions on given issues;
• Interfacing and providing support to teams on administrative matters related to use of the relevant systems;
• Coordination with Facility Management for local, on-site support (e.g. staff and contractors TUD/leaving/relocating);
• Participating to Events organisation.