Administrative Assistant (ESA-ESTEC)

Noordwijk, The Netherlands, Sapienza Consulting [B00139]

Field(s) of expertise
Business Administration and Finance
Job type

About this job

We are recruiting an Administrative Assistant for Sapienza to work on our Customers Site (ESA-ESTEC).


  • Division Secretarial duties in a team of two, including e.g. letter preparation, handling email/mail/calls/messages, appointments and mission administration, and to substitution/delegation of tasks during absence of Second Secretary/Admin Assistant
  • Typing of correspondence, meeting minutes, reports, etc.
  • Sorting incoming mail/faxes, handling telephone calls/messages, and setting up appointments and video conferencing
  • Maintenance of EOP-SM Division Document Databases: Final Study Contract Report Database & QMS Document Libraries, Document Registration System
  • Maintenance of Mission Advisory Group Sharepoint database records according to ISO9001 QMS standards
  • Staff Mission administration and monitoring of finances/travel budget spend profile
  • Arranging meetings of the Advisory Committee for Earth Observation, and Advisory Groups comprised of external experts. This includes:
  • Meetings and Workshops logistics support, use of Calendar (Outlook) for meeting scheduling, and Central Booking System for reserving rooms
  • Preparation and distribution of meeting invitations and use of ESTEC Visitors’ System for registering external meeting participants
  • Preparation of mission claim packages for external Experts
  • Requesting taxis and booking transportation via Reception
  • Maintaining and updating Advisory Groups list and Meeting Calendar
  • Preparation of reports and publications – including layout in Desktop Publishing programs & image manipulation when necessary
  • Updating of information & databases in Sharepoint teamsite (e.g. absence charts, document databases, conference & contracts lists, etc.)
  • Maintenance of Document Registration/filing System on SharePoint according to EOP-QMS standards, including contractual information, letters, reports and confidential correspondence
  • Tracking of Staff Action items and reminders
  • Keeping stores inventory for Division (preparing stock re-orders)


  • Vocational Degree
  • At least 04 years of relevant work experience
  • High degree of flexibility and self-motivation to work in a fast-paced environment with good organisation, strategic planning, discipline and independence
  • Responsible, discrete, dependable, reliable
  • Highly proficient in Office365 (incl. Word, Excel, Sharepoint, Outlook) and other personal computer software (a good knowledge of InDesign & Photoshop, or equivalent software is an advantage)
  • Good intrapersonal and communication skills. Ability to work quickly and cope with deadlines, pressure and work in a diverse team comprising 3 Sections
  • Ability to establish and maintain effective relationships within ESA across establishments, and with external organisations
  • Fluent in English; knowledge of another ESA member-state language is an asset


Candidates must be eligible to work in the EU

Please send your CV (in English) as soon as possible, but no later than 18/04/2021 to jobs@sapienzaconsulting.com



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