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Noordwijk, the Netherlands

Secretary/Administrative Assistant

Expires: October 06, 2021


Job Overview

We are looking for a Secretary/Administrative Assistant on behalf of the European Space Agency (ESA) for their location in Noordwijk, the Netherlands, to join their Sentinel 5 Project.
Please note, the successful candidate will be employed by ATG Europe and not by ESA.
The successful candidate will be tasked with, but not limited to:

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Tasks & Responsibilities

  • Day-to-day support to Unit personnel regarding business travel arrangements, leave management, coordination of training;
  • Deal with incoming telephone calls and information requests;
  • Analyze incoming correspondence and documentation and distribute outgoing correspondence and documentation;
  • Provide various logistic support to the Unit;
  • Manage arrivals (office, phone, computer, security, access to databases, information systems) and departures (deregistration, etc.) of Unit personnel;
  • Order office supplies and maintenance of stationary;
  • Book room and resources for meetings and/or events falling under the responsibility of the Unit;
  • Administrate and handle shipment of goods and express mail;
  • Tasks related to documentation management, distribution/registration of mail and documents;
  • Organize agenda and meetings;
  • Maintain documents libraries for the Unit, including maintenance of change log, distribution lists, issue information notes to concerned users;
  • Maintain and follow up actions lists for the Unit and taking minutes of coordination meetings for the Unit;
  • Participate in the 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;
  • Participate 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;
  • Documentation management support related support to project reviews;
  • Use of documentation system (e.g. Eclipse), registration / distribution/ exchange / archiving of documents;
  • Support to launch campaign preparations;
  • Being prepared to travel and co-locate for extended periods (several weeks) at the launch site;
  • Secretarial and administrative support at the launch site during extended hours and during weekends;
  • In addition to the support to visitor service, collect and escort visitors from ESTEC Security Gate to location.


Completed secondary education and professional training in administrative and/or clerical support;
At least 2 years of relevant similar working experience;
Highly proficient with modern electronics office automation tools, in particular Microsoft Office suite and electronic mailing (preferably Lotus Notes);
Ability to communicate with industry counterparts in the execution of the project specific tasks;
Capacity to identify priority actions and handle high workload;
High level of flexibility as well as initiative and team spirit;
Easy contact with personnel and well-balanced autonomy in the execution of the requested tasks;
Rigor, commitment and reliability in the execution of the assigned tasks;
Familiarity with ESA working environment in a similar position is a distinct advantage;
Proficient in the English language, both written and spoken; knowledge of another official ESA language is an asset.

Join the Brighest Minds is powered by ATG Europe

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.