Administrative Assistant Posted Jan 05
Octagon Professionals , Noordwijk, Zuid-Holland, Netherlands
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Do you have experience as administrative support and you are looking for an exciting working environment? Octagon Professionals is looking for an Administrative Assistant to join the Earth Observation department in European Space Agency/ESTEC. If this sounds like an opportunity for you, don't wait and apply today!


Full secretarial duties for EOP-SM including e.g. typing, handling mail/faxes/calls/messages, appointments and mission administration.

Arranging meetings of mission advisory groups and external experts. This includes:

Usege of Lotus Notes to book meeting rooms and register external people into the Lotus Notes Visitors' System;

Preparation of meeting invitations;

Preparation of mission claim packages for experts (includes use of Filemaker Pro database);

requesting taxi via Reception, etc.;

Updating SAG/MAG list and URL to facilitate access by the EOP Directorate.

Preparation of camera-ready publications (e.g. Reports for Mission Selection) - layout in InDesign/Desk Top Publishing program & image manipulation when necessary.

Updating of information & databases in Sharepoint, Filemaker (e.g. absence charts, document databases, conference & contracts lists, etc.) at Division and Department level.

Maintenance of Division document registration/filing system on SharePoint according to EOP-QMS standards.

Tracking of staff Action items and reminders about outstanding actions.

Keeping stores inventory for Division (preparing stock re-orders).

Day-to-day support to Unit personnel regarding business travel arrangements, leave management, coordination of training.

Dealing with incoming telephone calls and information requests.

Analysing incoming correspondence and documentation and managing distribution of outgoing correspondence and documentation.

Provision of various logistic support to the Unit.

Arrivals (office, phone, computer, security, access to databases, information systems) and departures (deregistration, etc.) of Unit personnel.

Ordering of office supplies and maintenance of stationary.

Room and resources bookings for meetings and/or events falling under the responsibility of the Unit.

Administration and handling of shipment of goods and express mail.

Tasks related to documentation management, distribution/registration of mail and documents.

Organization of agenda and of meetings.

Maintaining documents libraries for the Unit, including maintenance of change log, distribution lists, issue information notes to concerned users.

Maintaining and following up actions lists for the Unit and taken minutes of coordination meetings for the Unit.

Participation to organisation of events (e.g. workshops, conferences) as required.

In addition to the above that correspond to standard activities in support to an organisational unit, the work responsibilities may also cover the following tasks:

Support to the Project Review Process.

Support to visitor service: including access control, preparing visa applications, distribution of information material.

ESA site administration: including periodical update (e.g. daily) of site schedule, updating and distribution of the site telephone list.

Participation to the preparation and the publication of internal and external documents, including editing and proofreading.

Data collection, extraction from various Corporate applications (e.g. SAP, PRISMA) and from various internal sources and data consistency checking and coherence analysis.


At least 2 years of relevant experience as administrative support.

Fluent English language skills; knowledge of another member state language is an asset.

High level of flexibility.

Highly proficient in MS Office suite, Lotus Notes, Sharepoint and other personal computer software

(a good knowledge of InDesign & Photoshop software would be an advantage).

Good organisation and good interpersonal and communication skills. Ability to work quickly and cope with deadlines, pressure and work in a team.

Ability to establish and maintain effective working relationships with the outside world.

Ready for this new challenge? Apply now and let's get in touch!

Octagon Professionals International is a full-service recruitment and HR services firm with 30 years of experience in the European and international market. Our large network of professionals across multiple functional areas, and multi-national team provide flexible solutions customized to individual client needs.

Employment Type: Permanent
Work Hours: Full Time