Secretary/Administrative Assistant (part time)

  • Secretary/Administrative Assistant (part time)

    Deadline 02/08/2019

    For our biggest client, the European Space Agency (ESA), we are currently recruiting a Secretary (part time) for their location in Noordwijk, the Netherlands, to join their Mechanical Department.

Job overview

The European Space Agency is ATGs biggest client. They are an international organisation with 22 member states with sites in the Netherlands, Germany, Spain, France, Italy, UK and Belgium. ESA is Europes gateway to Space!

For our biggest client, the European Space Agency (ESA), we are currently recruiting a Secretary (part time) for their location in Noordwijk, the Netherlands, to join their Mechanical Department.

Tasks & 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;
  • Supporting Department Head and Assistant in the preparation of annual training and conference plans, including cost related issues, and monitoring the subsequent implementation;
  • Support to the Divisional secretaries when necessary, secretarial support to Department BCAM team.


  • Completed secondary education and professional training in administrative and/or clerical support with a minimum of 2 years of experience;
  • Proficient in the English language, both written and spoken;
  • knowledge of another official ESA language is and asset;
  • Highly proficient with modern electronics office automation tools in particular Microsoft Office suite and electronic mailing (preferably Lotus Notes);
  • Highly proficient with Excel and Power Point;
  • The candidate must be autonomous in carrying out the tasks assigned with a strong sense of dedication and motivation;
  • Good interpersonal skills and the ability to work in an international team;
  • Familiarity with ESA working environment in a similar position is a distinct advantage.

What do we offer

ATG Europe offers excellent working conditions and provides you with all the necessary means to further your career. We believe that training and education, combined with regular assessments and a personal development plan, will create the best environment for growth. If needed we also assist you with settling in your new home or finding the right school for your children. ATG will help in any way it can, including a relocation budget that is applicable for ATG staff as well as employees working at one of our clients.