At a Glance
- Tasks: Support the team with financial assistance, meeting organisation, and travel arrangements.
- Company: Join a leading international space company passionate about innovation and inclusivity.
- Benefits: Flexible working hours, competitive salary, and opportunities for professional growth.
- Other info: Dynamic work environment with a commitment to diversity and inclusion.
- Why this job: Be part of groundbreaking space programmes and make a real impact in the industry.
- Qualifications: 2+ years of administrative experience and proficiency in Microsoft applications.
The predicted salary is between 24000 - 28000 € per year.
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
- Cross checking against HE Space provided monthly reports
- Interaction with HE Space finance team on any payment issues
- 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)
You will have the following qualifications and relevant experience:
- 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
This job is located in Harwell, United Kingdom. Last apply date: 30/05/2026!
Inclusive and committed employer, our company works every day to combat all forms of discrimination and promote a respectful working environment. That's why, committed to gender diversity and overall inclusivity, we encourage all applications and profiles.
Administrative Assistant/ Secretary (0.5 FTE) [26038] employer: Sopra Steria
HE Space is an exceptional employer, offering a unique opportunity to work at the forefront of the European space industry in Harwell. With a strong commitment to employee development and inclusivity, we provide a supportive work culture that values diversity and fosters growth through meaningful projects. Join our dynamic team and contribute to groundbreaking space programmes while enjoying flexible working arrangements and a collaborative environment.
StudySmarter Expert Advice🤫
We think this is how you could land Administrative Assistant/ Secretary (0.5 FTE) [26038]
✨Tip Number 1
Network like a pro! Reach out to people in the space industry, especially those connected to HE Space. A friendly chat can open doors that a CV just can't.
✨Tip Number 2
Prepare for interviews by researching the company and its projects. Knowing about Galileo or ExoMars can really impress your interviewers and show your passion for the space sector.
✨Tip Number 3
Practice your communication skills. As an Administrative Assistant, you'll need to be clear and concise. Try mock interviews with friends or use online resources to sharpen your skills.
✨Tip Number 4
Apply through our website! It’s the best way to ensure your application gets seen. Plus, it shows you’re serious about joining the HE Space team.
We think you need these skills to ace Administrative Assistant/ Secretary (0.5 FTE) [26038]
Some tips for your application 🫡
Tailor Your CV:Make sure your CV is tailored to the Administrative Assistant role. Highlight your relevant experience, especially in administrative tasks and any international context you've worked in. We want to see how your skills align with what we do at HE Space!
Craft a Compelling Cover Letter:Your cover letter is your chance to shine! Use it to explain why you're passionate about working in the space sector and how your background makes you a great fit for our team. Keep it concise but engaging – we love a good story!
Show Off Your Tech Skills:Since this role involves using various tools like Airtable and Microsoft applications, make sure to mention your proficiency with these. If you’ve used similar tools, let us know! We’re keen on candidates who can adapt quickly to new tech.
Apply Through Our Website:We encourage you to apply directly through our website. It’s the best way to ensure your application gets to us without any hiccups. Plus, you’ll find all the details you need about the role and our company there!
How to prepare for a job interview at Sopra Steria
✨Know Your Tools
Familiarise yourself with the software and tools mentioned in the job description, like Airtable and Microsoft applications. Being able to discuss your experience with these tools will show that you're ready to hit the ground running.
✨Showcase Your Experience
Prepare specific examples from your past administrative roles that highlight your skills in diary management, meeting support, and financial assistance. Use the STAR method (Situation, Task, Action, Result) to structure your responses.
✨Demonstrate Confidentiality
Since this role requires a high level of confidentiality, be ready to discuss how you've handled sensitive information in previous positions. This will reassure them that you understand the importance of discretion in an international context.
✨Cultural Fit Matters
Research HE Space and their commitment to inclusivity and diversity. Be prepared to discuss how your values align with theirs and how you can contribute to a respectful working environment. This shows that you're not just looking for a job, but a place where you can grow and contribute.
