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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 Medical and Social Service. The deadline for submitting applications is 2 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:

  • Handling phone calls and correspondence;
  • Greeting incoming patients;
  • Transfer documents to Cohort software (reports, blood, ecgs, covid tests);
  • Support of filing, archiving, and keeping up to date of the medical files;
  • Preparing daily schedules and recording in medical computer software (Cohort);
  • Manage agendas (change appointments, book meetings, send invitations for the annual medical visits, transfer appointments to Cohort’s calendar);
  • Sending reminders for appointments with eye doctor and skin cancer screening;
  • Preparing and sending statements of fitness for work;
  • Registration of sick leave in SAP (sending sick leave/TW emails to staff);
  • Drawing up sick leave report weekly;
  • Ordering medical supplies.

Job requirements

  • Completed secondary education and professional training in administrative and/or clerical support;
  • At least 2 years of relevant work experience;
  • Experience with administrative processes within an international environment;
  • Experience in the use of IT tools such as SAP, MS Office applications (Excel, Word, PowerPoint, Outlook) and other databases (Cohort software);
  • Ability to draft clear written correspondence in English;
  • Ability to interpret and explain ESA rules and procedures;
  • Fluency in English, both written and spoken.


Netherlands, Noordwijk