Secretary / Administrative Assistant (ESA-ESTEC)

Noordwijk, The Netherlands, Sapienza Consulting [TEC860]

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

About this job

Sapienza Consulting 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 the distribution of outgoing correspondence and documentation
  • Provide various logistic support to the Division, particularly 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, an 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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