Secretary/Administrative Assistant

Paris, France, ESA [12080]

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

About this job

ESA is looking for a Secretary/Administrative Assistant.


Your duties will be as follows:

  • organising meetings of the CSAC and CSAC/Administration joint working groups (including logistics and making the relevant documents available);
  • preparing the annual Inter-SAC Plenary meeting and preparing and supporting the training (eg, newcomers, intranet for SACs and CSAC, conflict prevention and others);
  • assisting and advising the CSAC Chair with respect to all their duties;
  • ensuring the transmission of legacy knowledge, and the consistent application of working practices and procedures across CSAC mandates;
  • helping coordinate between CSAC members and the local SACs, using the latest collaboration technology; preparing files for the CSAC Chair and the members of the CSAC;
  • drafting and reviewing of intranet articles and flash notes; editorial work on the CSAC bi-annual Newsletter;
  • for each major topic dealt with by CSAC, opening a file and collecting basic documents (terms of reference, minutes of meetings, working documents), including retroactively;
  • filing documents for the CSAC and maintaining the CSAC’s document management system;
  •  preparing correspondence from the CSAC Chair, issuing CSAC messages to staff, and updating the CSAC website;
  • providing support to the CSAC and local Staff Association Committees (SACs) with the introduction and use of new media for communication and coordination between the local SACs;
  • supporting the establishment of SAC elections;
  • ensuring effective coordination with the secretaries of both the local SACs and the Secretariat of the CRP/CSR (Staff Representatives Committee) at Coordination level;
  • acting as point of contact/support for staff association networks (eg CSAIO);
  • preparing minutes of meetings as requested (e.g. CSAC, JWG meetings);
  • support to CJC and TPF meetings.


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 Secondary school education followed by vocational education in administrative and/or secretarial skills.

Additional requirements
You will be required to work autonomously and to demonstrate good planning and organisational skills, attention to detail and the ability to establish and maintain effective working relationships with interfaces at all levels.
Common sense, discretion, practical-mindedness, team spirit and excellent writing skills are also essential competencies for the post.

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

The closing date for applications is 11 March 2021.

At the Agency we value diversity and we welcome people with disabilities. Whenever possible, we seek to accommodate individuals with disabilities by providing the necessary support at the workplace. The Human Resources Department can also provide assistance during the recruitment process. If you would like to discuss this further please contact us at 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 and Slovenia. According to the ESA Convention the recruitment of staff must take into account an adequate distribution of posts among nationals of the ESA Member States. When short-listing for an interview, priority will first be given to internal candidates and secondly to external candidates from under-represented Member States. (http://esamultimedia.esa.int/docs/careers/NationalityTargets.pdf)

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
We are the European Space Agency. Our mission is the peaceful exploration and use of space for the benefit of everyone. We watch over the Earth, develop and launch inspiring and unique space projects, train astronauts and push the boundaries of science and technology, seeking answers to the big questions about the Universe. We are a family of scientists, engineers and business professionals from all over Europe working together in a diverse and multinational environment. We are dedicated to united space in Europe and united Europe in space. Learn more: http://www.esa.int/

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