Administrative Assistant/ Secretary (0.5 FTE) [26038]

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.

As part of a dynamic team at ESA/ECSAT, you will have the following responsibilities:

Financial assistance (utilising Airtable)

- Adding invoice costs and receipts
- Inputting travel estimates and final costs.
- Expense claim review
- Cross checking against HE Space provided monthly reports.
- Interaction with HE Space finance team on any payment issues.

Travel management

- Contact with IPO supported guests.
- Drafting of invite letters and support forms.
- Organising travel itineraries (low carbon) and interaction with travel providers (as relevant).
- Inputting travel costs into Airtable.
- Preparing of mission forms and expense claims.
- Interaction with HE Space mission desk and finance.
- Inputting journey information for carbon calculation.

Meeting support

- IPO team meetings, including monthly with HE Space - setting up agenda, note taking, recording actions and decisions and follow up.
- Additional support as required in CMIP meetings and online events Including Webex screen sharing and chat management.
- Meeting organisation including setting up Doodles, appropriate time zone management, diary management in Outlook as appropriate.
- Logistical planning support (e.g., venue and catering)

Requirements

High school education (or higher) is required,; At least 2 years of Administrative assistant experience at the executive level and in an international context.; Proficiency in all Microsoft applications, including Outlook, Teams, SharePoint, Word, Adobe (PDF creation and form building), etc; Plus the ability to quickly pick up working knowledge of Airtable, OnlyOffice, Google Workspaces, and other collaborative tools such as Mural, etc. Be adept at switching between tools.; Strong command of the English language. Knowledge of another European language is considered an asset.; It is important to note that this position requires a high level of confidentiality.