Administrative Assistant

Location: Noordwijk, Netherlands Location: Application deadline: 26 January 2022 Reference number: 1147
Screenshot 2020 09 24 075640b

Glenn Vickery

Senior Recruiter

Interested in this job?

Apply now

Why join RHEA?

We are a growing international company, with over 700 staff working in 11 countries. Our teams are involved in innovative space missions and cutting-edge projects in security, concurrent design, data and ground systems.

When you join us, you will work alongside recognized industry experts, either on our clients’ premises or in our offices across Europe and Canada. This is your opportunity to boost your career and shape the future of the space, security and systems engineering industries.

What we offer

  • Competitive remuneration packages
  • Unique career opportunities, including working in other countries
  • Personalized training and development programmes
  • Flexible relocation support
  • Stable company with a family atmosphere.

Want to know more?

If you have any questions before submitting an application, please get in touch – we are always happy to tell you more.

Contact our Recruitment team

On behalf of ESA, we are currently looking for an Administrative Assistant to work in its site (ESTEC) in the city of Noordwijk, The Netherlands.

Tasks and Activities

The scope of work will include:

  • Day-to-day support  to  Unit  personnel  regarding  business  travel  arrangements,  leave  management, coordination of training.
  • Dealing with incoming telephone calls and information requests.
  • Analysing incoming correspondence and documentation and managing distribution of outgoing correspondence and documentation.
  • Provision of various logistic support to the Unit.
  • Arrivals (office, phone, computer, security, access to databases, information systems) and departures (deregistration, etc.) of Unit personnel.
  • Ordering of office supplies and maintenance of stationary.
  • Room and   resources   bookings   for   meetings   and/or   events   falling   under   the   responsibility of the Unit.
  • Administration and handling of shipment of goods and express mail.
  • Tasks related to documentation management, distribution/registration of mail and documents.
  • Organization of agenda and of meetings.
  • Maintaining documents  libraries  for  the  Unit,  including  maintenance  of  change  log,  distribution lists, issue information notes to concerned users.
  • Maintaining and   following   up   actions   lists   for   the   Unit   and   taken   minutes   of   coordination meetings for the Unit.
  • Participation to organisation of events (e.g. workshops, conferences) as required.

The role may also include:

  • Support to the Project Review Process.
  • Support to visitor service: including access control, preparing visa applications, distribution of information material.
  • ESA site administration: including periodical update (e.g.  daily)  of  site  schedule,  updating and distribution of the site telephone list.
  • Participation to   the   preparation   and   the   publication   of   internal   and   external   documents, including editing and proofreading.
  • Data collection, extraction from various Corporate applications (e.g. SAP,  PRISMA)  and  from  various  internal  sources  and  data  consistency  checking  and  coherence.

Skills and Experience

The following skills and experience are mandatory:

  • University degree preferably in Business and administration discipline.
  • 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.
  • Highly proficient with modern electronics office automation tools, in particular Microsoft Office suite and electronic mailing (preferably Lotus Notes).
  • Capacity to identify priority actions and handle high workload.
  • Fluency in English, both written and spoken.

The following skills would be highly desirable:

  • Previous experience working in a similar role for ESA.
  • Working knowledge of another official ESA language.
Apply now Apply now

Why join RHEA?

We are a growing international company, with over 700 staff working in 11 countries. Our teams are involved in innovative space missions and cutting-edge projects in security, concurrent design, data and ground systems.

When you join us, you will work alongside recognized industry experts, either on our clients’ premises or in our offices across Europe and Canada. This is your opportunity to boost your career and shape the future of the space, security and systems engineering industries.

What we offer

  • Competitive remuneration packages
  • Unique career opportunities, including working in other countries
  • Personalized training and development programmes
  • Flexible relocation support
  • Stable company with a family atmosphere.

Want to know more?

If you have any questions before submitting an application, please get in touch – we are always happy to tell you more.

Contact our Recruitment team

Apply now - Administrative Assistant

  • Accepted file types: txt, pdf, doc, docx, Max. file size: 10 MB.
    One file only. 10MB limit. Allowed file types: TXT, PDF, DOC, DOCX.
  • Max. file size: 512 MB.