VN 26/19 Administration and Events Assistant

EUMETSAT is Europe’s meteorological satellite agency. Its role is to establish and operate meteorological satellites to monitor the weather and climate from space - 24 hours a day, 365 days a year. This information is supplied to the National Meteorological Services of the organisation's Member in Europe, as well as other users worldwide.

EUMETSAT also operates several Copernicus missions on behalf of the European Union and provide data services to the Copernicus marine and atmospheric services and their users. As an intergovernmental European Organisation, EUMETSAT has 30 Member states.

Within the Strategy, Communication and International Relations Division (SCIR), the Administrative and Event Assistant will provide comprehensive administrative support to the division, with a particular focus on publication management, address database maintenance, and support for events and meetings.

• Provide administrative and secretarial support, including managing appointments, coordinating meetings, arranging travel for team members, composing correspondence, and handling incoming and outgoing post.
• Provide support for budgetary activities as required.
• Printing and publication support, including:
  • Liaising with graphic design experts regarding printing requirements, specifications, and quality checks.
  • Coordinating with printing companies on offers, purchase orders, delivery deadlines, and related matters.
  • Performing quantity, quality, acceptance, and budget controls of delivered printed materials.
  • Handling internal and external distribution of printed publications, including mailings.
  • Ensuring stock control of printed material.

• Assist division members with document management matters, including ensuring proper filing, organisation, and maintenance of SCIR documents.
• Maintain the EUMETSAT address database, ensuring regular updates of contacts and relevant information.
• Provide administrative and logistical support to SCIR staff for meetings, workshops, general briefings, and assemblies.
• Assist in the organisation of high-level visits to EUMETSAT Headquarters.
• Provide support for events and conferences organised by EUMETSAT, in all formats including in-person, hybrid, and fully online.

• Proven administrative experience in a multi-lingual and international environment.

• Advanced knowledge of Word, PowerPoint, Acrobat and Excel.
• Proven experience with videoconferencing tools and platforms, including the organisation of online and hybrid meetings.
• Experience with IRT tools supporting administrative activities.
• Attention to details, documentation and accuracy, and ability to perform multiple parallel tasks without losing calm.
• Ability to work in a team, but also autonomously against set targets.
• Excellent interpersonal and diplomatic skills as required to interact with a range of interfaces, from senior management and partner institutions, to employees and suppliers.