Administrative Assistant/ Secretary (0.5 FTE) [26038]
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Job Description
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.
• Expense claim review
• Cross checking against HE Space provided monthly reports.
• Interaction with HE Space finance team on any payment issues.
Travel management
• 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)
Requirements
Department: Consulting
Function: Administrative
Experience Level: Mid-Senior Level