Administrative Assistant (ESA-ESTEC)

Noordwijk, The Netherlands, Sapienza Consulting

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

About this job

We are recruiting an Administrative Assistant for Sapienza to work on our Customers Site ESA ESTEC, Noordwijk, The Netherlands


  • Support for the Project Review Process
  • Support to visitor service: including access control, preparing visa applications, distribution of information material
  • In addition to the support to visitor service, also the collection and escort of visitors from ESTEC Security Gate to location
  • ESA site administration: including periodical update (e.g. daily) of site schedule, updating and distribution of the site telephone list
  • Participation in 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 related support to project reviews
  • Managing 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 specific tasks mentioned above, general administrative tasks like the following:

  • Day-to-day support to Unit personnel regarding business travel arrangements, leave management, coordination of training
  • Dealing with incoming telephone calls and information requests
  • Analyzing incoming correspondence and documentation and managing distribution of outgoing correspondence and documentation
  • 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 meetings
  • Maintaining documents libraries for the Unit, including maintenance of changelog, distribution lists, issue information notes to concerned users
  • Maintaining and following up actions lists for the Unit and taking minutes of coordination meetings for the Unit.
  • Participation in organization of events (e.g. workshops, conferences) as required
  • Provision of various logistic support to the Unit


  • Proficient in the English language, both written and spoken; knowledge of another official ESA language is an asset
  • 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
  • Rigour, commitment and reliability in the execution of the assigned tasks
  • 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 a high workload
  • Familiarity with ESA working environment in a similar position is a distinct advantage
  • Candidates must be eligible to work in the EU



Please send your CV (in English) as soon as possible, but no later than 15 of June 2020 to jobs@sapienzaconsulting.com


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