Administrative Assistant H/F Sopra Steria

As part of a dynamic team at ESA HQ, you will have the following responsibilities :
- 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.
- 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.