Administrative Assistant

We are looking for an Administrative Assistant on behalf of the European Space Agency (ESA) for their location in Noordwijk, the Netherlands, to join their Accounting Division. The selected candidate should show integrity and professionalism. The deadline for submitting applications is 9 April 2023.

Please note, the successful candidate will be employed by ATG Europe (or one of its subsidiaries). Furthermore, upon selection, they will be subject to a general security screening performed by an external provider (further information will be provided at the interview stage).

The successful candidate will be tasked with, but not limited to:

• Day-to-day support to Unit personnel regarding business travel arrangements, leave management, coordination of training;
• Dealing with incoming telephone calls and information requests;
• Analysing incoming correspondence and documentation and managing distribution of outgoing correspondence and documentation;
• Provision of various logistic support to the Unit;
• Arrivals (office, phone, computer, security, access to databases, information systems) and departures (deregistration, etc.) of Unit personnel;
• Ordering of office supplies and maintenance of stationary;
• Room and resources bookings for meetings and/or events falling under the responsibility of the Unit;
• Administration and handling of shipment of goods and express mail;
• Tasks related to documentation management, distribution/registration of mail and documents;
• Organization of agenda and of meetings;
• Maintaining documents libraries for the Unit, including maintenance of change log, distribution lists, issue information notes to concerned users;
• Maintaining and following up actions lists for the Unit and taken minutes of coordination meetings for the Unit;
• Participation to organisation of events (e.g., workshops, conferences) as required.
• Support to the Project Review Process;
• Support to visitor service: including access control, preparing visa applications, distribution of information material;
• ESA site administration: including periodical update (e.g. daily) of site schedule, updating and distribution of the site telephone list;
• Participation to the preparation and the publication of internal and external documents, including editing and proofreading;
• Data collection, extraction from various corporate applications (e.g. SAP, PRISMA) and from various internal sources and data consistency checking and coherence analysis.

• Completed secondary education and professional training in administrative/clerical support;
• At least 2 years of relevant work experience;
• Highly proficient with modern electronics office automation tools in particular Microsoft Office suite and electronic mailing (preferably Office 365);
• Familiarity with ESA working environment in a similar position is a distinct advantage;
• Proficiency in the English language, both written and spoken;
• Knowledge of another official ESA language is and asset.

Please submit your application in English via the apply button below. Applications submitted in other languages will not be considered.