Secretary / Administrative Assistant

EUMETSAT is Europe's meteorological satellite agency, operating a fleet of satellites delivering weather and climate-related satellite data and images to our users worldwide; helping protect lives, property and industries.

EUMETSAT is headquartered in Darmstadt, where over 1,000 employees and contractors from 30 Member States collaborate to develop and operate a fleet of state of the art earth observation satellites.

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 holder of this post provides administrative and secretarial support within the Secretariat of the Director of Operations and Services to Users Department (OPS) consisting of 4 divisions. The candidate successful in this position will report to the Personal Assistant to the Director of the Department, working along side other admin assistants.

The Operations and Services to Users (OPS) Department is responsible for exploiting EUMETSAT's operational satellite systems and delivering agreed data, products and support services.

DUTIES:

• Preparation of international meetings, involving administrative arrangements, preparation and distribution of documents, arranging and delivering catering for in-house meetings;
• Dealing with administrative enquiries from EUMETSAT staff regarding departmental activities;
• 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;
• Dealing with internal and external telephone enquiries and with administrative enquiries from other Divisions/Departments;
• Dealing with travel arrangements for staff members of the OPS Department;
• Setting up new starter IT accounts and supporting the on-boarding process;
• Supporting the monitoring of OPS related budget articles (e.g. mission costs, etc.) as required;
• Acting as departmental Document Management Responsible (DMR) for document preparation and handling (e.g. in the context of Delegate Body Meetings);

WHAT WE PROVIDE:

• Excellent salary, of up to Euro 5,000/month 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 annual leave days public holidays
• Training and development support
• Relocation allowance (if applicable)

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 and an ERP system, preferably SAP, with ability to adapt to new tools;
• Excellent typing and PC skills;
• Excellent communication and team-working skills with ability to interact effectively at all levels with tact and diplomacy.

QUALIFICATIONS:

• A full secondary education and/or secretarial education or equivalent professional qualification is required.

LANGUAGES:

• The official languages of EUMETSAT are English and French. Candidates must be able to work effectively in English and have some knowledge of French. Knowledge of German would be an additional asset.

EUMETSAT is committed to providing an equal opportunities work environment for men and women. Please note that only nationals of EUMETSAT Member States may apply. The EUMETSAT Convention requires that Staff shall be recruited on the basis of their qualifications, account being taken of the international character of EUMETSAT.

About EUMETSAT

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 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 has 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.)