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 ESA’s Directorate of Connectivity and Secure Communications. 

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: 

Tasks and Responsibilities 

• Organise calendars for managers; 

•  Organise and co-ordinate meetings and agendas; 

  • Act as focal point and coordination for planning and organisation of Group/Team meetings. 

  • Ensure suitable meeting accommodation is booked; 

  • Organise catering for meetings; 

  • Support to visitors, including access control, announce visitors with security, preparing visa applications and escorting when on site; 

  • Support requests for visitors’ logistics; 

  • Support the preparation and collection of presentation and input materials for meetings e.g. formatting PowerPoint slides, proof reading, handouts, distribution to meeting attendees; 

  • Distribute information material for meetings; 

  • Take the Minutes of Meetings, collect all meeting outputs, maintain and follow-up taken MOMs and actions; 

  • Store and maintain Group/Team and meetings documentation in the related systems; 

  • Ensure appropriate reference numbers for documentation; 

  • Implement the Directorate and ESA procedures for document and communication management. 

• Manage the arrival and departure of Unit personnel: 

  • Process and provide the active follow up of site access, office allocation and IT equipment for the take-up of duty and departure of staff or contractor personnel; 

  • Provide coordination and support for major office re-location; 

  • Support co-ordination for the onboarding procedures and briefings related to security, personal data and export control and any other ESA regulations particular at the TUD or departure of staff or contractor personnel. 

• Prepare documentation, including PPT’s, and coordinate input for briefings for meetings and documentation including reports to various ESA boards; 

• Check documentation for correct authorisation and adherence to Agency rules and practice; 

• Support the procurement of promotional items; 

• Support information requests from experts.; 

• Participate with the organisation of events as required; 

• Handlie missions, travel arrangements and related issues for the relevant ESA Staff: 

  • Act as general focal point for missions, providing business travel arrangements, coordination, information and a proactive follow up to issues, unforeseen events or when issues and conflicts arise; 

  • Co-ordinate and support travel arrangements, such as booking taxis, flights, hotels, transport, arranging site access control, and preparing visas and processing travel claims and reimbursements; 

  • Review department mission orders and mission claims, and interface with the travel office for associated bookings ensuring best value for money. 

• Assist in submission of Timesheets of project teams; 

• Assist in preparation of CSC operational reports; 

• Prepare and maintain the internal and external information tools for internal and external communications at programme and project level; 

• Support service during launch preparation (e.g. launch folders, badge management, catering, VIP arrangements); 

• Manage the preparation of transport request forms and direct communication with the Transport office when needed for shipping packages; 

• Handle all administration and handling of shipment of goods and express mail. 

ATG is dedicated to diversity and inclusion and is an equal opportunity employer. Regardless of race, color, religion, sex, sexual orientation, gender identity, national origin, age, handicap or any other reason protected by relevant state or municipal legislation, we are pleased to consider all eligible candidates for employment. 

Please ensure that your CV clearly explains how you meet the essential requirements. If it doesn’t align completely with the essential criteria, it could result in rejection. 

• Completed secondary education; 

• Professional training in administrative and/or clerical support; 

• At least 2 years of relevant similar working experience; 

• Highly proficient with modern electronics office automation tools in particular Microsoft Office suite and electronic mailing; 

• A good sense of organization; 

• Fluency in English, both written and spoken; 

• Knowledge of Dutch is not required, but could be considered an asset. 

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