Administrative Assistant/ Secretary (0.5 FTE) [26038]

About the Position

Administrative Assistant/ Secretary (0.5 FTE) [26038]

HE Space is a successful international space company, specialized in providing managed services and human resources to the international space sector for over 40 years. We hire space experts all over Europe across the whole spectrum of space-related activities, from engineering to science, software development, operations, marketing, finance, and administration. Our employees contribute towards a wide range of groundbreaking space programs including Galileo and Copernicus, ExoMars, Iris2, ESA BASS, ESA GSPT, LISA Pathfinder, Euclid, the Ariane and Vega launchers, as well as the International Space Station. HE Space has joined forces with CS Group and Sopra Steria to lead the engineering and digital space market in Europe and to provide highly skilled consulting. We are passionate about people and invest in you to support the development of the European space industry.

This job is located in Harwell, United Kingdom.

Responsibilities

Financial Assistance (Utilizing 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
• Organizing travel itineraries (low carbon) and interaction with travel providers (as relevant)
• Inputting travel costs into Airtable
• Preparing 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 organization including setting up Doodles, appropriate time zone management, diary management in Outlook as appropriate
• Logistical planning support (e.g., venue and catering)

Requirements

• 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

We Offer

• An exciting and dynamic international working environment
• Inclusive and committed employer, our company works every day to combat all forms of discrimination and promote a respectful working environment
• Committed to gender diversity and overall inclusivity, we encourage all applications and profiles

How to Apply

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

Last apply date: 15/7/2026!