Executive Secretary

Harwell, United Kingdom (UK), ESA [11937]

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

About this job

ESA is looking for an Executive Secretary.


You will report to the Director of Telecommunications and Integrated Applications and be responsible for the Director’s secretariat.

This will include, in particular:

  • dealing with correspondence and enquiries relevant to the Directorate, that is, summarising the information as appropriate and presenting related files and background documents to the Director, taking follow-up action, and drafting replies to correspondence and enquiries as necessary;
  • planning/co-ordinating the Director’s commitments and meetings and supervising the organisation of the Director’s missions and those of the Directorate’s management support staff, and keeping the Director informed about all issues of concern during periods of absence;
  • drawing up the calendar and agenda for the Telecommunications and Integrated Applications Management Meeting;
  • ensuring the logistics and IT support for the Director’s meetings;
  • preparing background files for meetings and special studies;
  • collecting, on your personal initiative or further to instructions, information and documents necessary for the Director to take action on given issues;
  • organising VIP visits;
  • supervising the Director’s secretariat, including the registration, digitalisation, distribution and archiving of correspondence.


Technical competencies
State-of-the-art knowledge in area of responsibility at required level
Proficiency in the use of the Agency’s information systems, tools and applications, including online services on the internet
Knowledge of the relevant Agency rules, processes and procedures

You should have a good general education to end of secondary level and training in a secretarial college leading to a higher proficiency certificate or equivalent as executive secretary.

Additional requirements
You should be very organised, methodical and tactful. Discretion, in particular, is required.

Experience in a similar post in an international environment is mandatory.

The working languages of the Agency are English and French. A very good knowledge of these two languages is required. Knowledge of an additional Member State language is an asset.

For a complete job description and to apply, click on “apply”.

The closing date for applications is 14 January 2021.

If you require support with your application due to a disability, please email contact.human.resources@esa.int.


Please note that applications are only considered from nationals of one of the following States: Austria, Belgium, the Czech Republic, Denmark, Estonia, Finland, France, Germany, Greece, Hungary, Ireland, Italy, Luxembourg, the Netherlands, Norway, Poland, Portugal, Romania, Spain, Sweden, Switzerland, the United Kingdom and Canada, Latvia and Slovenia.

We offer

The European Space Agency (ESA) is an equal opportunities employer that offers competitive salaries exempt from national income tax and excellent employment conditions, such as allowances for expatriates and relocation support.
For more information: http://www.esa.int/About_Us/Careers_at_ESA

About us

The European Space Agency (ESA) is Europe’s gateway to space. Its mission is to shape the development of Europe’s space capability and ensure that investment in space continues to deliver benefits to the citizens of Europe and the world. ESA is an international organisation with 22 Member States. By coordinating the financial and intellectual resources of its members, it can undertake programmes and activities far beyond the scope of any single European country.
Learn more: http://www.esa.int/

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