Documentalist / Event Coordinator

Application deadline
Thursday, April 23, 2020
Reference number
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You will have the opportunity to provide support to the Directorate Telecommunication & Integrated Application at the European Space Agency. You will be reporting directly to the Director and the Management Team.

Tasks and Activities
  • Operate, 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 with regard to 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 a 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 to main conferences.
Skills and Experience
  • You have a University Degree (Bachelor) from a recognised Institute of secondary studies or equivalent. E.g. qualification in Business Administration.
  • You should have a 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.
  • You have experience in documentation management and in the field of communication.
  • You have a good sense of organisation.
  • You have excellent command of English especially written. Knowledge of other main European languages is an asset.
  • You are able to work with a high degree of autonomy.


Preference will be given to candidates eligible for an EU or national personal security clearance at the level of CONFIDENTIAL or above.

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