Position description
EUMETSAT is Europe’s meteorological satellite agency. Its role is to establish and operate meteorological satellites to monitor the weather and climate from space - 24 hours a day, 365 days a year. This information is supplied to the National Meteorological Services of the organisation's Member in Europe, as well as other users worldwide.
Working in the Secretariat of the Technical and Scientific Support Department, this role of Secretary/Administrative Assistant will provide administrative and secretarial support to all colleagues in this department with all its divisions and will report to the Personal Assistant of the Director of the Technical and Scientific Support Department. The Secretariat of the Technical and Scientific Support Department also provides secretarial support to the Quality Management Unit.
The mission of the Technical and Scientific Support Department is to provide coherent and cost-efficient technical, scientific, project control and costing support to the development and operations of satellite systems and to provide process assurance and ICT support to all departments.
What you’ll be doing
- Carrying out regular secretarial tasks such as typing, filing, registering incoming and outgoing correspondence in the EUMETSAT Documentation Management System, dealing with incoming and outgoing mail, scheduling appointments and following up on actions;
- Arranging travel for staff members of the TSS Department as well as for non-staff missions (i.e. for invited external reviewers, etc.);
- Supporting the departmental Document Management Responsible (DMR) for document preparation and handling (e.g. Delegate Body Meetings, Technical Documents, etc.);
- Preparing international and routine correspondence, i.e. letters, memos, etc.;
- Dealing with external telephone enquiries and with administrative enquiries from other Divisions/Departments;
- Preparing in-house and off-site meetings as well as workshops as required by liaising with the meeting organiser, arranging logistics such as catering for in-house meetings, thus ensuring the smooth running of the meeting;
- Supporting the monitoring of TSS related budget articles (e.g. mission costs, etc.) as required;
- Contributing to the establishing and maintaining of the dedicated TSS Secretariat Working Practices;
- Deputising for divisional secretaries of the Technical and Scientific Support Department (TSS) during their periods of absence, and for the D/TSS Personal Assistant, if so required.
What we offer
- Excellent salary, of up to Euro 5000 NET (after income tax) based on skills and experience;
- Flexible working time including additional flexi-leave;
- Full medical coverage for employee and family;
- Attractive pension;
- 30 days of annual leave + 14.5 days public holidays;
- Training and development support;
- Relocation allowance and support (if applicable).
Qualifications
Qualifications
- Full secondary education required, professional qualification as a secretary or administrative assistant would be advantageous.
Skills and Experience
- Proven secretarial experience in a high-volume multi-lingual environment, with excellent typing skills;
- Excellent proficiency with the full MS Office tool package (in particular Word, Excel and PowerPoint) or similar software programmes;
- Demonstrated experience in using an electronic document management tool;
- Knowledge of ERP-System (SAP would be an advantage);
- Excellent interpersonal and communication skills with the ability to work both independently and as part of a team, combined with a proactive and helpful working style and excellent attention to detail;
- Energetic and conscientious, with a demonstrated commitment to supporting others and a strong interest in improving administrative support and processes, exploring new tools and business ideas;
- Experience of arranging and supporting meetings in a hybrid environment using Webex, Zoom, or Teams etc.;
- Methodical approach with strong attention to detail, excellent interpersonal/communication skills, and evidence of successfully working within a secretarial team;
- Ability to exercise discretion and confidentiality at all times.
Languages
- Candidates must be able to work effectively in English. Knowledge of German would be an additional asset.
APPLICATIONS MUST BE SUBMITTED IN ENGLISH. WE WILL BE UNABLE TO CONSIDER APPLICATIONS SUBMITTED IN OTHER LANGUAGES.
EUMETSAT is an international organisation employing staff from across all 30 member states and this role is being advertised on multiple international job boards, but please note that this role would be based in Darmstadt, Germany and would require international applicants to relocate if successful.
Application instructions
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