Visits and Event Coordinator

Deadline to apply: 30/04/2026

We are looking for a Visits and Events Coordinator on behalf of the European Space Agency (ESA) for their location in Noordwijk, The Netherlands, to join their Technology, Engineering and Quality Directorate communication team. The selected candidate will play a key role in planning, organising, and delivering high-level visits, protocol activities, and official events at ESA’s technical centre. This position requires a dynamic professional with strong organisational capabilities, excellent communication skills, and the ability to work autonomously, while also acting as a collaborative and supportive member of a small, fast‑paced team.

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: 

• Act as the point of contact for external partners for the organisation of the logistical part of VIP and Industrial visits to ESTEC, hosted by the Head of ESTEC Establishment;

• Plan, coordinate, and deliver high level official visits (e.g., ministers, VIP delegations, institutional partners, industry leaders) in accordance with ESA protocol standards;

• Act as primary point of contact for visitors, delegations, internal ESA counterparts, suppliers, and external stakeholders;

• Plan the tour at ESTEC route and booking of the visits to laboratories and other facilities;

• Collaborate with TEC Office, checking on Head of Site agenda;

• Maintain and update the ESTEC visits calendar in Outlook;

• Maintain and update the ESTEC visits excel sheet, recording event details and statistics, in Outlook;

• Maintain check lists of the organisation of ESTEC visits and events;

• Attend briefings meetings on the organisation of ESTEC visits and events;

• Organise logistics on the ESTEC Tag-ups and TEC yearly events and ensure data input in the Visitors System;

• Collaborate with ATPI Conference Burau on planning and registrations of events and visits larger than 80 people;

• Support on the ESA Open Days logistics;

• Organise lunch and evening lectures at ESTEC.

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. 

• At least a Bachelor’s degree in a relevant field;

• 7+ years of professional experience in event coordination, high level visit management, protocol support, or related roles (10+ years strongly preferred);

• Ability to work independently, take full ownership of tasks, and deliver high quality outputs with minimal supervision;

• Demonstrated experience managing high level protocol visits involving official delegations, institutional partners, or C level leadership;

• Highly proficient with modern electronics office automation tools, in particular Microsoft Office suite and electronic mailing (in particular MS Excel and MS Outlook);

• Very good interpersonal skills, i.e. a helpful and positive approach to management and other colleagues in the directorate;

• Proven team player, capable of integrating smoothly into a small, highly collaborative environment;

• A developed sense for initiatives and strong organizational skills;

• Strong organisational and logistical skills with the ability to manage multiple priorities under strict deadlines;

• Strong intercultural communication and stakeholder management skills;

• Previous experience in an international organisation;

• Candidates must be eligible to work in the EU;

• Fluency in English, both written and spoken;

• Working knowledge of Dutch to interact effectively with local suppliers, authorities, and services;

• Familiarity with the European Space Agency, including its structure, strategic objectives, and operational environment, or at least a strong interest and understanding of ESA and TEC programmes is considered an asset.

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

Early applications are encouraged as they allow for a smooth and efficient recruitment process. Please do not wait until the deadline to submit your application.