Secretary/Administrative Assistant (ESA-ESTEC)

Noordwijk, The Netherlands, Sapienza Consulting [C123]

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.


  • Organization of agenda and of meetings including the New Space Advisory Board and the Commercialisation Inter-directorates WG.
  • Follow up and send reminders (TO, CO), including report to Head of service on overload and delays.
  • Propose to Head of Department allocation of business plan/review tasks to members of the team according to the individual workloads.
  • Participation to the preparation and the publication of internal and external documents, including editing and proofreading, of Procurement Process specific documentation (ITT documents, Minutes of meeting, clarifications …)
  • Coordinate with Project Controllers (or “BCAMs”) for the creation of SAP objects and the availability of required supporting documents (SoW, ITT package, TEB Report…).
  • Where applicable: Input and timely follow up the electronics tools used by Procurement Department to support the Contracts Officers during execution of the Procurement process. (SAP, Sharepoint).


  • Vocational Degree or equivalent
  • Specific education in Administrative/Secretarial or demonstrated equivalent experience
  • At least 2 years of relevant work experience
  • 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.
  • Rigor, commitment and reliability in the execution of the assigned tasks.
  • Ability to communicate with industry counterparts in the execution of the unit specific tasks
  • Capacity to identify priority actions and handle high workload
  • 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.
  • Very good interpersonal skills, i.e. a helpful and positive approach to management and staff in the division;
  • 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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