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.​ This position is to be filled on a part-time basis for 32 hours per week.

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: 

• Offer day-to-day support to Unit personnel regarding business travel arrangements, leave management and coordination of training; 

• Deal with incoming telephone calls and information requests; 

• Analyse incoming correspondence and documentation and manage distribution of outgoing correspondence and documentation; 

• Provide various logistic support to the Unit; 

• Handle arrivals (office, phone, computer, security, access to databases, information systems) and departures (deregistration, etc.) of Unit personnel; 

• Order office supplies and maintain stationary; 

• Manage room and resources bookings for meetings and/or events falling under the responsibility of the Unit; 

• Administer and handle shipment of goods and express mail; 

• Carry out tasks related to documentation management, distribution/registration of mail and documents; 

• Organise the agenda and meetings; 

• Maintain documents libraries for the Unit, including maintenance of change log, distribution lists, issue information notes to concerned users; 

• Maintain and follow up on actions lists for the Unit and taken minutes of coordination meetings for the Unit; 

• Participate in the organisation of events (e.g. workshops, conferences) as required; 

• Support to the Project Review Process; 

• Support the visitor service, including access control, preparing visa applications, distribution of information material; 

• Carry out ESA site administration, including periodical update (e.g. daily) of site schedule, updating and distribution of the site telephone list; 

• Participate in the preparation and the publication of internal and external documents, including editing and proofreading; 

• Carry out data collection, extraction from various Corporate applications (e.g. SAP, PRISMA) and from various internal sources and data consistency checking and coherence analysis. 

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 and professional training in administrative and/or secretarial support;  

• At least 4 years of relevant experience; 

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

• Familiarity with ESA working environment in a similar position is a distinct advantage; 

• Candidates must be eligible to live and work in the EU; 

• Proficiency in English, both written and spoken;  

• Knowledge of another official ESA language is an asset. 

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