Secretary/Administrative Support to Clean Space

We are looking for a ​Secretary/Administrative Assistant​ on behalf of the European Space Agency (ESA) for their location in Noordwijk, The Netherlands.  

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: 

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

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

• Provide various logistic support; 

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

• Ordering office supplies and maintain stationary; 

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

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

• Organize agenda and meetings; 

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

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

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

• 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; 

• Maintain the risk register; 

• Manage administration of the SharePoint site; 

• Handle configuration management for the Documents produced by the Division; 

• Prepare presentations in PowerPoint on the basis of inputs provided by the experts; 

• Handle confidential information and sensitive information; 

• Proof read and format documents for the Executive Board and ESA governance bodies; 

• Maintain and update the missions schedule for ESA Council; 

• Supporting the Project Manager in change management and logistical tasks. 

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; 

• At least 4 years of relevant experience; 

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

• A good sense of organisation;  

• Candidates must be eligible to work in the EU; 

• Fluency in English, both written and spoken;  

• Knowledge of French and/or Dutch is considered an asset. 

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