Key Skills

Job Description

We are looking for a Secretary / Administrative Assistant (M1) to join our Akkodis Aerospace team, working onsite at the European Space Agency in the Netherlands. Akkodis has proudly supported the Aerospace & Defence industry in the Netherlands for decades. Our partnership with the European Space Agency (ESA) has been one of the many success stories allowing our people to expand their career horizons. Akkodis experts are contributing to some of the most important technical advances in Aerospace and Defence which impact the way we live our lives today, through specialised engineering expertise and other required skillsets. This could be your future. Become part of our successful team! Specific tasks to be performed: Supporting the Line Managers and teams in the preparation and follow up of administrative, organisational and contractual matters. Planning/coordinating the commitments and meetings, organising calendar and keeping the Line Managers informed on all issues of concern; supervising the preparation of files for such meetings and any special subjects. Answering incoming calls and performing a pre-screening of these calls for direct connection with the Line Managers or for reply at a later time. Keeping organised records of these calls and checking closure and follow up. Analysing incoming mail- paper and e-mail - and presenting these data in an organised and prioritised manner. Ensuring that important and urgent mail reaches staff to insure timely responses. Ensuring the diffusion of information for the Teams. Preparation of staff missions and travel arrangements. Coordinating actions with other secretaries of the Department/ Division; Administrative support Coverage for other units when colleagues are on leave. Composing routine correspondence and keeping a filing system for incoming/outgoing mail. Generating documents and textual and graphics presentations. Check for correct authorisation, substantiating documentation and adherence to Agency rules and practice (ref. leave, mission, conference, authorisation with regards to Staff Rules and Regulations, as well as financial procedures). For the execution of the tasks the contractor will be expected to use related ESA Corporate software tools and documentation systems. Administering and maintaining the office documentation systems. Setting up the folder structure, registration, filing and distribution of correspondence and other documentation processed. Follow up of teams’ actions. On personal initiative or on instructions, collecting information and documents necessary for the teams to take actions on given issues. Interfacing and providing support to teams on administrative matters related to use of the relevant systems. Coordination with Facility Management for local, on-site support (e.g. staff and contractors TUD/leaving/relocating). Participating to Events organisation. To successfully perform the above mentioned tasks, the following background / experience is required: Administrative assistant experience at executive level and in an international context; Strong knowledge of Microsoft365 and Teams; A good knowledge of the various ESA tools (i.a. MAS, ESA-P) is welcomed; Strong command of the English language. Knowledge of another European language is considered an asset; Knowledge of working methods in the space/telecommunications sector is considered an asset; It is important to note that this position requires a high level of confidentiality About ESA-ESTEC The European Space Agency (ESA) has sites in several European countries. The European Space Research and Technology Centre (ESTEC), has grown into ESA’s largest establishment and the technical and organizational hub of Europe’s space sector. Missions designed and tested at ESTEC are circling Earth, have landed on planetary bodies and have probed far into the Solar System. The infrastructure and equipment assembled here, together with the expert knowhow of its 2800 personnel, make ESTEC a unique resource for Europe. The work done here by teams skilled in every aspect of engineering for space has enabled the creation of novel communication, navigation and information services, creating new jobs and growth while improving the lives of European and world citizens. Please send your CV to [email protected] as soon as possible

Core Responsibilities

Provide executive-level administrative support to line managers and teams, including coordinating calendars, meetings, calls, correspondence, travel, and events. Maintain office documentation systems, follow up on team actions, and ensure administrative processes comply with ESA rules and procedures.

Requirements

Requires experience as an executive-level administrative assistant in an international context, strong knowledge of Microsoft 365 and Teams, and strong English-language skills. Familiarity with ESA tools and the space or telecommunications sector is an asset; the role requires a high level of confidentiality.