Documentalist / Event coordinator (ESA-ESTEC)

Noordwijk, The Netherlands, Sapienza Consulting [TIA161]

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

About this job

Sapienza Consulting is recruiting a Documentalist 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.


  • Solid understanding of handling formal communication, within the complex institutional and commercial environment of ESA, EU and industrial partners and should be able to analyse the importance/status of the documentation, classify it accordingly and provide related support on the range of issues addressed

Reporting directly to the Director and the Management Team, and with a high degree of autonomy, the post holder’s responsibilities will include:

  • Operate and maintain the Directorate relevant DMS (SharePoint, Eclipse etc ) for informal and official documentation for senior management with internal and external relations including C-level executives-– where applicable set up an archive of original documents
  • Process configuration-controlled document changes of official papers relevant to the activities of the Directorate.
  • Draft documentation and correspondence, consolidate inputs to monthly reports following internal procedure regarding the registration, distribution and filing of documents
  • Act as secretary to the TIA Management meetings per Department (TMM, AMM, PMM) and the Open session (TIA MM open). For the open session:
    • Prepare and send out the agenda, arrange the logistics
    • Write, register, store and distribute the minutes
    • Establish, maintain and follow up Action Item list
  • Consolidate and support validation of senior management inputs to corporate communication and relevant publications, coordinate interview requests, etc.
  • With special attention to the development of communication with management interacting with external stakeholders, maintain and develop a DMS/CRM
  • Support organisation of internal and external events in particular events with C-level executives
  • Prepare and manage the logistic event planning of events such as the TIA yearly seminar
  • Coordinate participation in main conferences


  • University degree (Bachelor) from a recognised Institution of secondary studies or equivalent qualification in Business Administration (or Communications as relevant), with relevant experience
  • At least 4 years of previous relevant work experience in a similar role
  • The post holder should have a broad knowledge to navigate around and understand formal communication and be able to analyse a range of issues within the complex institutional environments of ESA, EU and the relevant industrial landscape
  • Experience in documentation management and in the field of communication
  • A good sense of organisation
  • Interest and good understanding of ESA Programmes and related activities, knowledge and experience in the field of telecommunication and experience with liaising with C-level executives would be a distinct advantage.
  • Be capable to execute activities with a high degree of autonomy
  • Deliver qualitative output under time pressure
  • Excellent interpersonal and communication skills as well as tact and discretion are required
  • Proficiency in the use of the Agency’s information systems and tools 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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