Administrative Assistant / Secretary

About the role

ESA/ESTEC is looking for an Administrative Assistant/Secretary to join a dynamic team in Noordwijk, The Netherlands. The role covers day-to-day support for unit personnel, including travel, leave, training coordination, logistics, document management and meeting organisation. The applicant must be a citizen of a European Union state due to work permit requirements.

Key responsibilities

• Support unit personnel with business travel, leave management and training coordination
• Handle incoming calls and information requests, and manage the distribution of incoming and outgoing correspondence
• Provide logistical support, including arrivals and departures of personnel and ordering of office supplies
• Book rooms and resources for meetings and events, and handle shipments and express mail
• Maintain document libraries, action lists, meeting minutes and follow-up actions
• Organise events such as workshops and conferences, and support the Project Review Process
• Support visitor service (access control, visa applications, information material) and update the site schedule and telephone list
• Help prepare and publish internal and external documents, including editing and proofreading
• Collect and check data from corporate applications such as SAP and PRISMA

Required profile

• High school education or higher
• Several years of experience supporting relatively large teams is an asset
• Fluent English; knowledge of another European language is an advantage
• Familiarity with the ESA working environment in a similar position is a distinct advantage

Required skills

• Highly proficient use of modern office automation tools, especially the Microsoft Office suite and electronic mailing
• Customer-facing approach and solutions-driven mindset

To apply, candidates send their CV in English (Word or PDF) by quoting the job reference NL-HP-26092. The last application date is 15 June 2026.