Administrative Assistant [26149]

HE Space is a successful international space company, specialised in providing managed services and human resources to the international space sector for over 40 years.

We hire space experts all over Europe across the whole spectrum of space-related activities, from engineering to science, software development, operations, marketing, finance and administration. Our employees contribute towards a wide range of groundbreaking space programmes including Galileo and Copernicus, ExoMars, Iris2, ESA BASS, ESA GSPT, LISA Pathfinder, Euclid, the Ariane and Vega launchers as well as the International Space Station.

HE Space has joined forces with CS Group and Sopra Steria to lead the engineering and digital space market in Europe and to provide highly skilled consulting.

We are passionate about people and invest in you to support the development of the European space industry.

Administrative and Operational Support

Coordination and Meeting Management

- Organize and coordinate meetings related to engineering, ICT, management, and operational activities.
- Manage calendars and scheduling activities.
- Coordinate stakeholders and support communication between teams.
- Facilitate PMO-related coordination activities.

Welcome Office and Staff Services

- Manage ID registration and deregistration processes.
- Coordinate vehicle registration and deregistration procedures.
- Provide advisory services regarding host country agreements and applicable rules.
- Manage welcome office documentation and reporting.
- Monitor and manage shared functional mailboxes.
- Process and manage VAT claims.
- Provide driving licence support services.
- Deliver induction and orientation training sessions.
- Support staff relocation activities.

Please note: This role is subject to security clearance requirements.

Responsibilities

Provide administrative and operational support to financial activities.; Provide administrative and operational support to accounting processes.; Provide administrative and operational support related to engineering activities.; Provide administrative and operational support related to management and institutional activities.; Provide administrative and operational support to PMO and quality-related activities.; Support digital collaboration initiatives and ICT management activities.; Provide mission support services.; Coordinate travel-related administrative activities and associated documentation.

Requirements

4 years of experience in business or public administration.; Excellent coordination and stakeholder management abilities.; Experience with document and records management.; Ability to manage multiple priorities and deadlines.; Strong communication and customer-service orientation.; Proficiency with digital collaboration tools and office applications.; Attention to detail and accuracy in handling documentation and records.; Ability to work across multidisciplinary teams including finance, HR, procurement, ICT, and engineering functions.