1. Curriculum vitae
PERSONAL INFORMATION Ana Willis Arias
Calle Agamenón, 14, 28232 Las Rozas - Madrid (Spain)
+34 667681086 +34 91 631 87 23
ana.willis.arias@gmail.com
https://www.linkedin.com/in/ana-willis-15774a
POSITION Administrative Assistant
WORK EXPERIENCE
1995–Present Administrative Assistant to Head of Mission Operations Division
ESA/ESAC (Contractor for Isdefe), Madrid (Spain)
I started in 1995 with two months at ESTEC to help relocate to ESAC/ESA (European Space
andAstronomy Centre) the whole of the ISO Project, with Martin Kessler as Project Scientist at the
time, now Head of Operations Department at ESAC.
I prioritize workload involving multiple large projects/timelines. Such projects may include coordinating
or leading the implementation of new and/or revised software applications/databases including
interfacing with vendors, ensuring user training, etc. with minimal guidance. I arrange for needed
resources in order to meet timelines. I use advanced level of software programs such as Excel,
ChemDraw, Filemaker Pro, Access and PowerPoint, Microsoft Office, etc. to create graphs, charts
and spreadsheets, and LCD presentations. Under Manager direction, I create draft reports,
documents, presentations and templates using raw data. I also gather data using internet searches. I
understand the goals and objectives of the entire division and contribute to the attainment of those
G&O's, always keeping the bigger picture in mind and influence workflows accordingly.
Responsible for coordinating large events which includes the planning, organizing and
implementation of a number of event activities. I liaise with guests and speakers to assess needs and
coordinate, as needed, such activities as travel, hotel, expense reports and tools and materials for
presentations. I assist in the orientation of new administrative assistants and other staff. On-going,
acts as a resource to other administrative assistants and is cross-trained to cover for another
administrative assistant if he/she is out of the office for an extended period of time.
Tasks include:
Head of Division's agenda, calendar, missions, reports, workflow for all staff under the SCI-OO
Division.
For the Division:
Leave-Flexi Leave Management, getting all relevant signatures or approvals by email/fax, enter into
the Leave Management system and keeping track.
Conferences/Workshops that staff members attend, including all Conf1/Mo1 forms that need to be
signed and approved in advance of the conference date.
Conference attendance planning at the beginning of each year.
Local Organising Committee for Project organized conferences. Logistics include
participation/registration lists, hotel bookings, transportation, hand-outs, organizing conference
dinners, flight details, badges, hotel liaison to make sure conference facilities are all set up correctly.
Letters of Invitation and Reimbursements for participant invitees, wifi requests, administration of
reimbursement forms, receipts, etc, catering for coffee breaks, lunches, etc.
Updating of project calendars, leave/mission/meetings.
Meeting rooms, reservations, cancellations, booking of coffee/drinks when necessary.
Handling of all mission requirements, booking flights with travel agency, hotels, advance, avis, etc.
Timesheets for contractors, getting all relevant signatures, sending by fax, keeping track of the same.
Support to newcomers.
Maintain and follow-up RSSD LDAP database as well as other internal SCI lists.
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2. Curriculum vitae Ana Willis Arias
Maintenance of tracking system for budget expenditures and entering into the corresponding
databases, for all projects.
Taking care of visitors'needs, i.e. hotel bookings, car hires, maps on how to get to ESAC, etc.
National and International Logisitics management for conferences, workshops, etc.
On-call and overtime forms and procedures relating.
Budgets.
ESA Purchases and confirmations of the same.
Mission planning and keeping track of costs.
Organising/scheduling interviews for contractors.
Yearly ESA Staff Conference Planning.
Maintenance of Science Distribution email list.
CURSA, through this I make requests for any peripherals, computers, screens, headsets that a user
may need.
Staff and contractor arrivals and departures, including getting them a badge, having their photograph
taken, setting up of their office, etc.
Requesting wi-fi services for all visitors coming to ESAC.
Prepare Letters of Invitation with Reimbursement forms for some paid visitors to ESAC.
1993–1995 Executive Secretary to the Vice President
Telefonía y Electrónica, S.A. (TYE), Madrid (Spain)
Executive Secretary to the Vice-President of the telecommunications company Telefonía y
Electrónica, S.A., a distributor in Spain for GEC-Plessey Telecommunications.
1990–1993 Office Manager
GEC Plessey Telecommunications Ltd. (GPT), Madrid (Spain)
Office Manager for GEC Plessey Telecommunications Ltd. (GPT). The Spanish branch in Madrid
consisted of 5 people, including myself, the Director General, Sales Director, Commercial Director and
an accountant. Apart from all secretarial duties also took care of personnel issues for the 4 other
members, i.e. social security, VAT, salaries, etc, etc.GPT was acquired by TYE in 1993.
1988–1990 Bilingual Executive Secretary to one of the Audit Shareholders
Coopers & Lybrand, S.A., Madrid (Spain)
Executive Secretary to one of the shareholders in the Audit Department and also would help out with
Mergers & Acquisitions Department.
1986–1988 Bilingual Secretary to the Director of Export Credits Department
ANZ Grindlays Bank Plc., Madrid (Spain)
ANZ Grindlays Bank closed its office in Madrid in 1988.
1984–1986 Bilingual Secretary to all Departments
Control y Aplicaciones,S.A. (Grupo CAE), Madrid (Spain)
I moved from England, London in 1984 and this was my first job which served as experience in all
fields and departments.
EDUCATION AND TRAINING
1976–1981 Secondary Education and O Levels O'Levels passed
Heston Comprehensive School (now known as Heston Community School), Hounslow, London
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3. Curriculum vitae Ana Willis Arias
(United Kingdom)
1981–1983 A'Levels in English, French, Spanish and Biology and Business
Studies Course
A'Levels obtained
and 2 year Business
Studies Course
passed
Chiswick Polytechnic, Chiswick, London (United Kingdom)
PERSONAL SKILLS
Mother tongue(s) Perfectly bilingual in both English and Spanish
Other language(s) UNDERSTANDING SPEAKING WRITING
Listening Reading Spoken interaction Spoken production
French B1 B1 B2 B1 A2
Levels: A1 and A2: Basic user - B1 and B2: Independent user - C1 and C2: Proficient user
Common European Framework of Reference for Languages
Job-related skills ▪ 21 years experience of ESA administration from missions to personnel with excellent knowledge of
standard ESA structures, budgets and procedures;
▪ Experienced at dealing with personnel from different backgrounds, cultures and with differing
requirements, from CEOs to scientists;
▪ Excellent knowledge of Spanish administrative requirements for foreign nationals, from tax and
social security to provision of services and utilities;
▪ Organization of multidisciplinary tasks and teams;
▪ Advanced computer literacy (both PC and Macintosh);
▪ Cultural and verbal interpreting skills;
▪ Client/supplier liaison.
▪ Team Player
Digital competence SELF-ASSESSMENT
Information
processing
Communication
Content
creation
Safety
Problem
solving
Proficient user Proficient user Independent user Independent user Basic user
Digital competences - Self-assessment grid
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