Administrative Assistant - (F/M)

Created in 2009, ESSP is a young and dynamic company, a pan-European service provider, certified by EASA (the European Union Aviation Safety Agency) to deliver safety-critical services. Our mission is to operate and provide Communication, Navigation and Surveillance (CNS) services, among which the main one is the EGNOS service (the European Geostationary Navigation Overlay Service), on behalf of the EUSPA (the European Union Agency for the Space Programme).

Your Main Responsibilities / Activities

• 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 host entities, etc.
• Organizing the logistics associated to meetings scheduled by the staff such as room booking, videoconference, coffee breaks, and farewell drinks.
• Reporting travel expenses for the units’ members.
• Managing the units’ office supplies.
• Keeping 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:
• Ensuring exports and imports of technical equipment.
• Monitoring and interfacing with the sites.
• Monitoring invoicing.
• Organizing the collection and consolidation of internal contributions from the SOU & CMU units to the monthly reports due to customers.
• Applying 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 expense reports of SOU & CMU Units employees and reporting 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.
• Organizing 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

Human Resources Information

• 1st interview is held by the direct manager of the position you applied for (technical interview)
• 2nd interview is held by HR department

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

Please send your application file only by e-mail to the following address:

Job Location

Toulouse (France)

Type of Contract

Full time - Permanent Contract

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