Secretary/Administrative Assistant (ESA-ESTEC)

Noordwijk, The Netherlands, Sapienza Consulting [MM823]

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

About this job

Sapienza Consulting, a tpgroup company, is recruiting a Secretary/Administrative Assistant for Sapienza to work on our Customers Site (ESA-ESTEC).

Sapienza has been a partner of ESA for almost 30 years, and we pride ourselves in supporting a wide range of missions including Galileo, MTG, Copernicus and ExoMars. Our team is international with activities across the U.K., the Netherlands, North Macedonia, Belgium, Luxembourg, France, Germany, Italy and Spain.


  • Day-to-day support to Division’s Head and Division’s personnel regarding business travel arrangements, (budget verification, approval cycles etc.), and leave management.
  • Organization of Division’s Head day to day agenda and its scheduled meetings.
  • Maintaining and following up actions lists for the Head of Division including preparing the closing action and regular reporting.
  • Dealing with incoming telephone calls and information requests.
  • Analysing incoming correspondence and documentation and managing distribution of outgoing correspondence and documentation.
  • Provide of various logistic support to the Division, in particular for arrival of newcomers, (office, phone, computer, security badge), and departures deregistration, etc.).
  • Ordering of office supplies and maintenance of stationary.
  • Room and resources bookings for meetings and/or events falling under the responsibility of the Division.
  • Tasks related to documentation management, distribution/registration of mail and documents, digitalization in related data based.
  • Maintaining documents libraries for the Division including maintenance of distribution lists, regular reports, and issue information notes to concerned users.
  • Support the organisation of events within the Division (e.g. workshops, conferences) as required.


  • Vocational Degree or equivalent
  • Specific education in Administrative/Secretarial or demonstrated equivalent experience
  • At least 2 years of relevant work experience
  • Very good communication skills as well as qualities of order, method, initiative to work independently, and reliability in the execution of tasks are required.
  • Highly proficient with modern electronics office automation tools in particular Microsoft Office suite (e.g. Excel, Word, Power Point, etc.) and electronic mailing (ESA365/Lotus Notes).
  • Familiarity with ESA working environment in a similar position is a distinct advantage.
  • Secretarial education is an asset
  • Fluent in English; knowledge of another ESA member-state language is an asset

Candidates must be eligible to work in the EU

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