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Secretary / Administrative Assistant

Netherlands, Zuid-Holland, NoordwijkESA/ESTEC

Job description

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 Directorate of Technology, Engineering & Quality. The deadline for submitting applications is 9 September 2022.

Please note, the successful candidate will be employed by ATG Europe and not by ESA.

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

  • Day-to-day support to Unit personnel regarding business travel arrangements, leave management, remote working management, co-ordination 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, working groups, 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;
  • Ad-hoc tasks defined by the Director and Executive Assistant.

Job requirements

  • Completed secondary education and professional training in administrative and/or clerical support;
  • At least 2 years of relevant work experience;
  • Highly proficient with modern electronic office automation tools, in particular Microsoft Office suite and electronic mailing;
  • Familiarity with ESA working environment in a similar position is a distinct advantage;
  • High level of discretion, diplomacy, and professionalism;
  • Flexibility and a service-oriented approach;
  • Fluency in English, both written and spoken;
  • Fluency in Dutch, both written and spoken;
  • Knowledge of another official ESA language is and asset.


Netherlands, Noordwijk