Administrative Assistant / Secretary (0.5 FTE)

About the role

HE Space, a space company specialising in managed services and human resources for the international space sector, is hiring an Administrative Assistant / Secretary (0.5 FTE) for its ESA/ECSAT team in Harwell, UK. The role covers financial assistance, travel management, meeting support and logistical planning, and requires a high level of confidentiality.

Key responsibilities

• Financial assistance using Airtable: adding invoice costs and receipts, inputting travel estimates and final costs, reviewing expense claims and cross-checking against monthly reports, and handling payment issues with the finance team.
• Travel management: contacting IPO-supported guests, drafting invite letters and support forms, organising low-carbon itineraries with travel providers, inputting travel costs and journey information for carbon calculations, and preparing mission forms and expense claims.
• Meeting support: setting up agendas, taking notes, recording actions and decisions and following up on IPO team meetings, including monthly meetings with HE Space, and supporting CMIP meetings and online events (Webex screen sharing and chat management).
• Meeting organisation: setting up Doodles, managing time zones and Outlook diaries, and logistical planning support such as venue and catering.

Required profile

• High school education (or higher).
• At least 2 years of administrative assistant experience at executive level in an international context.
• Strong command of English; knowledge of another European language is an asset.
• Ability to switch quickly between tools and a high level of confidentiality.

Required skills

• Proficiency in Microsoft applications: Outlook, Teams, SharePoint, Word and Adobe (PDF creation and form building).
• Quickly picking up Airtable, OnlyOffice, Google Workspace and collaborative tools such as Mural.

To apply, candidates should send their CV in English (Word or PDF) through the application button on the advert, quoting the job reference.