Administrative Assistant/ Secretary (0.5 FTE) [26038]

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)

Qualifications

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.

Additional Information

This job is located in Harwell, United Kingdom.

If you think you have what it takes for this job, please send your CV (in English and in Word or PDF) to Adriana Camacho, by clicking on the button “Apply for this job” quoting job UK-HP-26038.

Last apply date: 15/6/2026!

An exciting and dynamic international working environment awaits you!

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.

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.