Administrative Assistant - (F/M)

ESSP, founded in 2009, is a pan‑European service provider certified by EASA to deliver safety‑critical services.

Your Main Responsibilities/activities Will Be

• Providing generic administrative support to SOU & CMU Units:
• Archiving, filing, photocopying, creation of CDs and delivery to external partners, formatting letters, mail management, relations with the host entities, etc.
• Organizing the logistics associated to meetings scheduled by the staff such as room booking, videoconference, coffee breaks, and farewell drinks, etc.
• Report travel expenses for the units’ members.
• Managing the units’ office supplies.
• Keep directories of external partners up to date for the Unit.
• Providing logistical support for the specific needs of operational Units, such as shipments of technical equipment to the different countries with which ESSP works, including:
• Ensure exports and imports of technical equipment.
• Monitor and interface with the sites.
• Monitor invoicing.
• Organising the collection and consolidation of internal contributions from the SOU & CMU units to the monthly reports due to customers.
• Applicating the process to provide access badges to ESSP premises in Toulouse.
• Coordinating the maintenance of the list of EGNOS assets to be included in the configuration management tool (GLPI).
• Controlling all expenses reports of SOU & CMU Units employees, and report all non‑conformities to the Unit Manager or Head of Department for validation, before transmission to the finance team.
• Ensuring support to Notilus Users (travel and expenses).
• Ensuring support to On‑call organization.
• Organising collection and updating of SOU & CMU units’ contributions for ESSP Intranet.
• Managing timesheets (time management) of all employees in France (in collaboration with the Executive Assistant).
• Leading the monthly ODP (“Opérations Diverses de Paie”) by ensuring the compliance of the timesheets registered by the employees while respecting the planning.

Profile

• Autonomous, organized and dynamic.
• Flexible able to fit in within a small and dynamic organization.
• Ability to work in a team.
• Ability to respect deadlines, rigorous and accurate.
• Adaptability to internal tools.
• Good level in English (B1‑B2) – CEFR.
• Good MS Office skills (Word, Outlook, Excel, PowerPoint).
• Experience in the international logistic domain.

Element Of Package Of Remuneration

• Variable: bonuses based on objectives.
• Profit‑sharing.
• Teleworking: up to 2 days/week.
• Tickets Restaurant (card).
• Family Health insurance.
• Sustainable Mobility Package: Home/Office travels reimbursement if car sharing or bicycling.
• Reimbursement of 75% of public transport subscription.

Job Location: Toulouse (France)

Type of Contract: Full time - Permanent Contract

ESSP is committed to cultural diversity, gender equality and the employment of disabled workers.