Administrative Assistant

  • Administrative Assistant

    Deadline for applications: 21-12-2018

    For one of our main customers, ESA/ESTEC, we are currently looking for an AdministrativeAssistant giving support toPlanning, Budget Controlling Division.

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 one of our main customers, ESA/ESTEC, we are currently looking for an Administratiave Assistant giving support toPlanning, Budget Controlling Division.

Tasks & Responsibilities

  • Day-to-day support to Unit personnel regarding business travel arrangements, leave management, coordination of training;
  • Analyzing 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. - Tasks related to documentation management, distribution/registration of mail and documents;
  • Organization of agenda and 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;
  • 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;
  • Special requirements for the division: -Maintaining the risk register - Administering the SharePoint site - Setting up a configuration management for the Documents produced by the Division - Preparing presentations in Power Point on the basis of inputs provided by the experts - Handling confidential information and sensitive information - Proof reading, formatting of documents for the Executive Board and ESA governance bodies - Maintaining and updating the missions schedule for ESA Council - Supporting the PPS Project Manager in change management and logistical tasks.


  • Proficient in the English language, both written and spoken;
  • Knowledge of another official ESA language is and asset;
  • For site specific functions knowledge of the local national language is an asset;
  • Highly proficient with modern electronics office automation Tools in particular Microsoft Office suite and electronic mailing (preferably Lotus Notes);
  • 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.