Secretary/Administrative Assistant
EUMETSAT - European Organisation for the Exploitation of Meteorological Satellites
Darmstadt, Germany
It is an exciting time to be working at EUMETSAT. As an organisation we are operating a fleet of satellites delivering weather and climate-related satellite data and images to our users worldwide, helping protect lives, property and industries. However, you do not need to be an engineer or a scientist to make a positive contribution. Our colleagues in administrative roles play an equally important role in the success of the EUMESAT programmes and are valued members of the EUMETSAT family.
The mission of the Programme Preparation and Development Department (PRD) is to design and establish cost effective operational end-to-end satellite systems meeting agreed user requirements, taking into account existing assets and relevant evolutions of technologies and technical concepts. The holder of this post provides administrative and secretarial support within the Secretariat of the Director of Programme Preparation and Development (D/PRD) and reports to the Personal Assistant to the Director of the Department.
What you’ll be doing
* Dealing with administrative enquiries from EUMETSAT staff regarding departmental activities;
* Supporting the preparation of team events, internal, external and international meetings, involving administrative arrangements, booking of locations/rooms, preparation and distribution of documents, arranging catering for in-house meetings;
* Carrying out standard secretarial tasks such as copying, typing, filing, registering incoming and outgoing correspondence in the EUMETSAT Documentation Management System, dealing with incoming and outgoing e-mails, scheduling appointments and following up on actions;
* Preparing international and routine correspondence, i.e. letters, memos and documents;
* Acting as departmental Document Management Responsible (DMR) for document preparation and handling (e.g. in the context of Delegate Body Meetings);
* Dealing with travel arrangements for staff members of the PRD Department;
* Setting up new starter IT accounts and supporting the on-boarding process;
* Dealing with internal and external telephone enquiries and with administrative enquiries from other Divisions/Departments;
* Supporting the monitoring of PRD related budget articles (e.g. mission costs, etc.) as required;
* Updating information and improving the quality of the PRD departmental Atlassian Confluence and intranet pages;
* Act as deputy for D/PRD PA during absence.
What we offer
* Excellent salary, of up to Euro 4500 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).
Requirements
Qualifications
A full secondary education is required, preferably with a secretarial or office administration qualification.
Skills and Experience
* Proven secretarial and administrative experience in a multi-lingual environment;
* Proven ability to work autonomously, to plan, self-organise and deliver high quality outputs within deadlines, even in stressful situations;
* Proficient practice of office software suites (i.e. Word, Excel, PowerPoint, Outlook), and experience of a document management system, a collaboration tool (such as Atlassian Confluence or similar) and an ERP system, preferably SAP, with ability to adapt to new tools;
* Excellent typing and PC skills;
* Excellent interpersonal, communication and team-working skills with a strong customer-oriented mindset and ability to interact effectively at all levels with tact and diplomacy.
Languages
Candidates must be able to work effectively in English.
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.
More about us
EUMETSAT’s 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 and Cooperating States in Europe, as well as other users worldwide.
EUMETSAT also operates several Copernicus missions on behalf of the European Union and provide data services to the Copernicus marine and atmospheric services and their users.
As an intergovernmental European Organisation, EUMETSAT can recruit nationals only from the 30 Member States (Austria, Belgium, Bulgaria, Croatia, Czech Republic, Denmark, Estonia, Finland, France, Germany, Greece, Hungary, Iceland, Ireland, Italy, Latvia, Lithuania, Luxembourg, The Netherlands, Norway, Poland, Portugal, Romania, Slovakia, Slovenia, Spain, Sweden, Switzerland, Turkey and the United Kingdom).
Apply NowDeadline 22 October
Don't forget to mention EuroBrussels when applying.
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