Secretary / Administrative Assistant in Harwell

We are looking for a Secretary / Administrative Assistant to support the consultants Workforce Management Service for the European Space Agency (ESA) at their location in Harwell, United Kingdom. Please note, the successful candidate will be employed by ATG Europe (or one of its subsidiaries). Upon selection, they will be subject to a general security screening performed by an external provider (further information will be provided at the interview stage).

ATG is dedicated to diversity and inclusion and is an equal opportunity employer. We consider all eligible candidates regardless of race, color, religion, sex, sexual orientation, gender identity, national origin, age, or any other protected characteristic under relevant legislation.

Responsibilities:

• Support Line Managers and teams in the preparation and follow up of administrative, organizational and contractual matters.
• Plan and coordinate commitments and meetings, organize calendars and keep Line Managers informed on issues of concern.
• Supervise the preparation of files for meetings and related subjects.
• Answer incoming calls and pre-screen for direct escalation to Line Managers or for reply later.
• Keep organized records of calls and monitor closure and follow up.
• Analyze incoming mail (paper and e-mail) and present data in an organized, prioritized manner.
• Ensure important and urgent mail reaches staff for timely responses.
• Disseminate information to the teams and prepare staff missions and travel arrangements.
• Coordinate actions with other secretaries within the Department/Division.
• Provide administrative support for other units when colleagues are on leave.
• Compose routine correspondence and maintain a filing system for incoming/outgoing mail.
• Generate documents and textual and graphics presentations.
• Check for correct authorization, substantiate documentation and ensure adherence to Agency rules and procedures (leave, mission, conference, approvals under Staff Rules and Regulations, and financial procedures); use ESA Corporate software tools and documentation systems as needed.
• Administer and maintain office documentation systems and set up folder structures, registrations, filing, and distribution of correspondence and other documentation.
• Follow up on teams’ actions and collect information and documents for actions on given issues.
• Interface with and provide support to teams on administrative matters related to the use of relevant systems.
• Coordinate with Facility Management for local on-site support (staff/contractors entries, relocations, etc.).
• Participate in the organization of events.

Please ensure that your CV clearly explains how you meet the mandatory requirements. If it doesn’t align completely with the essential criteria, it could result in rejection.

Qualifications:

• Completed secondary education and professional training in administrative and/or clerical support.
• At least 4 years of administrative assistant experience at executive level in an international context.
• Strong knowledge of Microsoft 365 and Teams.
• Knowledge of working methods in the space/telecommunications sector is an asset.
• Good knowledge of ESA tools (e.g., MAS, ESA -P) is an asset.
• High level of confidentiality is required.
• Candidates must be eligible to work in the UK.
• Fluency in English, both spoken and written.
• Knowledge of another European language is considered an asset.

Please submit your application in English via the apply button below. Applications submitted in other languages will not be considered. Early applications are encouraged as they allow for a smooth and efficient recruitment process. Please do not wait until the deadline to submit your application.