Secretary / Administrative Assistant

We are looking for a Secretary / Administrative Assistant on behalf of the European Space Agency (ESA) for their location in Noordwijk, the Netherlands, to join their Technology Coordination & Planning Office. The selected candidate should show integrity and professionalism.

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 interview stage).

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

• Organization of room and resources for meetings and/or events falling under the responsibility of the Unit(s). This includes the organization of logistics for meetings with internal and external stakeholders (e.g. delegations, industry);
• Dealing with incoming telephone calls and information requests;
• Analysis of incoming correspondence and documentation and managing distribution of outgoing correspondence and documentation;
• Provision of various logistic support to the Unit;
• Day-to-day support to Unit personnel regarding business travel arrangements, leave management, coordination of training;
• Handling 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;
• Maintenance and following up actions lists for the Unit and taking minutes of coordination meetings for the Unit;
• Support to visitor service: including access control, preparing visa applications, distribution of information material;
• 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. ESA-Star) and from various internal sources and data consistency checking and coherence analysis.

• Completed secondary education and professional training in administrative and/or clerical support;
• At least 2 years of relevant work experience;
• Highly proficient with office automation tools, in particular Microsoft Office package;
• Knowledge of SharePoint is an asset;
• Team-oriented experience is a must (position will support 2 managers and their respective teams + ad hoc tasks to a 3rd one when needed);
• Familiarity with ESA working environment in a similar position is an asset;
• Fluency in English, both written and spoken; knowledge of another official ESA language is an asset;
• Knowledge of the Dutch language is an asset.

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