Administrative Assistant/Secretary

Job Description

As part of a dynamic team at ESA/ESTEC, you will have the following responsibilities

• Day-to-day support to Unit personnel regarding business travel arrangements, leave management, coordination of training;
• Dealing with incoming telephone calls and information requests;
• Analysing incoming correspondence and documentation and managing distribution of outgoing correspondence and documentation;
• Provision of various logistic support to the Unit;
• Arrivals (office, phone, computer, security, access to databases, information systems) and departures (deregistration, etc.) of Unit personnel;
• Ordering of office supplies and maintenance of stationary;
• Room and resources bookings for meetings and/or events falling under the responsibility of the Unit;
• Administration and handling of shipment of goods and express mail;
• Tasks related to documentation management, distribution/registration of mail and documents;
• Organization of agenda and of meetings;
• Maintaining documents libraries for the Unit, including maintenance of change log, distribution lists, issue information notes to concerned users;
• Maintaining and following up actions lists for the Unit and taken minutes of coordination meetings for the Unit; 
• Participation to organisation of events (e.g., workshops, conferences) as required.
• Support to the Project Review Process;
• Support to visitor service: including access control, preparing visa applications, distribution of information material;
• ESA site administration: including periodical update (e.g. daily) of site schedule, updating and distribution of the site telephone list;
• Participation to the preparation and the publication of internal and external documents, including editing and proofreading;
• Data collection, extraction from various Corporate applications (e.g. SAP, PRISMA) and from various internal sources and data consistency checking and coherence analysis;

Qualifications

• High school education (or higher) is required;
• Several years of experience in supporting relatively large teams is considered an asset;

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

• Customer face approach and solutions driven;

• Familiarity with ESA working environment in a similar position is a distinct advantage;
• Fluency in English; knowledge of another European language is an advantage;

Additional Information

This job is located in Noordwijk, The Netherlands.

If you believe you have what it takes for this position, please send your CV (in English and in Word or PDF format) to Melissa Rodenhausen by clicking on the ‘Apply for this job’ button and quoting the job reference. NL-HP-26184.

An exciting and dynamic international working environment awaits you!

We are an Inclusive and committed employer, our company works every day to combat all forms of discrimination and promote a respectful working environment. That's why, we are committed to gender diversity and overall inclusivity, we encourage all applications and profiles. Last apply date: 15/11/2026!

Please note: Due to work permit requirements for this position, please apply only if you are citizen of a European Union state.