Administrative Assistant

EUROCONTROL; Brétigny-sur-Orge; Sur place; EUR 32 000 - 50 000; Plein temps

Résumé du poste

EUROCONTROL Innovation Hub in Île-de-France seeks an Administrative Assistant to provide a broad range of secretarial and administrative support. The role covers agenda management, correspondence follow-up, office logistics, IT and HR-related tasks, and onboarding activities for new staff.

You will work in a multinational environment, drafting in English and French, with a hybrid work model that blends onsite presence with remote work. A strong customer-focus and teamwork are essential.

Qualifications

• Completion of secondary education or EQF Level 5 with relevant experience in secretarial/administrative functions
• At least 1–3 years in administrative processes and meeting support
• Drafting skills in English and French
• Experience with mission preparation and expense processing is a plus

Responsabilités

• Provide secretarial and administrative support including agenda management and calls handling
• Follow up correspondence, official courier activities and requests
• Support staff time accounting, telework, missions, leave and related records
• Handle mission requests in financial tools and manage expense processes
• Support onboarding for new staff and IT access requests
• Prepare files for team meetings and take notes with follow-up actions
• Coordinate meeting facilities and logistics for events
• Maintain filing systems and databases

Connaissances

Secretarial skills

Microsoft 365

English/French drafting

Agenda management

Meeting support

Formation

EQF Level 5 diploma

Secondary education diploma

Outils

Microsoft Word

Excel

PowerPoint

Outlook

Teams/SharePoint/OneNote

Description du poste

Overview

• Function title: Administrative Assistant
• Reference: NOC-AT-2026-FGII/1149
• The selected candidate must reside either at this location or within a reasonable proximity that allows for the satisfactory execution of their duties. The Innovation Hub is expected to relocate to the Innovation Cluster Paris-Saclay around 2028.
• Nature of the competition: Internal and external competition
• Applicable regulations: Conditions of Employment of Contract Staff at EUROCONTROL
• Duration of engagement: 3 Year(s) - renewal or conversion of the contract is possible under certain conditions see “Useful information” section
• Security clearance: Security vetting may be required in accordance with the relevant EUROCONTROL security policies
• Directorate/Service: ATD/INO/COE - Centre of Expertise Service
• Working arrangement: EUROCONTROL operates a hybrid working model that combines onsite presence with remote work opportunities. Remote working is subject to specific limits set out in internal rules and must align with business needs and managerial approval. Please note that full-time remote work is not permitted.
• Reserve list: Applicable - See details in the "Useful information" section

Your team

Within the The Aviation Transformation Directorate, the EUROCONTROL Innovation Hub (EIH) carries out research, innovation and simulation activities to help improve European aviation performance, safety and sustainability, bridging the gap between R&D and operations. The EIH also addresses emerging new technologies as well as deployment of drones and urban air mobility systems.

As an Administrative Assistant, you will provide a wide range of general secretarial and administrative support tasks.

Your role

Your role will be to:

• Provide secretarial and administrative support including agenda management, filtering calls, managing office supplies, support on operational matters (e.g. IT, HR and mission-related questions), preparation of staff departures, transfers, and office moves.
• Follow up pro-actively on correspondence, outstanding replies, official courier activities, including incoming and outgoing memos and letters, and handling formal administrative requests.
• Support internal staff management processes related to staff time accounting, including telework, missions, leave, absences and related administrative records.
• Handle mission requests in the financial tool and manage the associated expense processes, ensuring compliance with applicable rules and timely processing
• Provide administrative and logistical support for the arrival and integration of new staff, including presentation of corporate tools, office preparation, IT access requests, and general onboarding assistance.
• Prepare relevant files for team meetings (e.g. collect information, preparing files and presentations, taking notes, follow-up on actions).
• Support the communication of relevant matters to management and staff.
• Coordinate actions to organise the necessary meeting facilities and logistics in support of the organisation of meetings and special events.
• Provide secretarial/administrative support to individual projects/programs as required.
• Develop, maintain and update filing systems and maintain relevant databases as necessary.
• Carry out any other task in line with the main purpose of the job.

Required qualifications, experience & competencies

• Candidates must fulfil one of the following educational and professional experience requirements:
  • Completion of secondary education attested by a diploma giving access to post-secondary education followed by relevant professional experience of at least 3 years. A secretarial or office administration education is considered a strong asset.
  • Completion of post-secondary education meeting European Qualifications Framework (EQF) Level 5 attested by a diploma followed by minimum 1-year relevant professional experience in a secretarial or administrative function. A secretarial or office administration education is considered a strong asset.
• Experience in administrative processes (e.g. meeting requests, agenda management)
• Experience in providing meeting support.
• Experience in the use of Microsoft 365 applications (e.g. Word, Excel, PowerPoint, Outlook, Teams, SharePoint and OneNote.)
• Drafting skills in English and French.
• Knowledge and/or experience in the following would be considered an asset:
  • Experience with mission preparation and expense claim processing (i.e. flights, hotel bookings)
  • Experience in the use of advanced Microsoft 365 tools (e.g. Copilot, Power BI and Power Automate).
  • Experience in an international environment.
  • Knowledge in financial aspects related to project management activities.
• Planning and organising: you display an organised and methodical approach.
• Quality focus: you deliver consistent quality in work.
• Communication: you know how to express information and ideas effectively.
• Customer focus: you know how to respond effectively to customer enquiries.
• Team work: you display a collaborative approach.
• Confidentiality and discretion.
• Ability to work in a multinational and multicultural environment.
• Professional conduct in line with the corporate behaviours of the Agency, i.e. result-driven, readiness to change, customer focus, integrity and team-player approach.
• Applications will be accepted from nationals of EUROCONTROL Member States only.
• The selected candidate may be required to provide documentary evidence confirming they meet the minimum education requirements. They will be informed if and when specific evidence is needed. Please note that no offer (for external candidates) or appointment (for internal candidates) will be made until the necessary evidence, if required, is validated.
• The selected candidate will be engaged in accordance with the provisions of the Conditions of Employment of Contract Staff at EUROCONTROL.
• Conditions depending on current type of engagement
  Contract staff engaged for a determined period
  • Retain their current type of contract duration.
  • Continue under their existing contract duration, as contract durations are not cumulative.
  • The duration of their contract will therefore not restart upon selection to the new post, i.e. the remaining duration of their current determined contract continues to apply.
  • Renewal(s): This contract may be renewed several times, but its total duration, including all renewal periods, may not exceed nine (9) years.
  • Conversion: Conversion to an undetermined duration contract is possible where all of the following cumulative conditions are met: the post is confirmed as being of a lasting nature; the staff member has completed at least five years of service; the staff member’s performance has been satisfactory; and the conversion is in the interests of the service. Conversion is therefore not automatic.
  Contract Staff engaged for an undetermined period
  • Retain their current type of contract duration.
  At the end of the 3 Year period of the post for which they were selected:
  • If the assignment is extended, they will continue in the post in accordance with the applicable rules.
  • If the assignment is not extended and/or the duties are not confirmed as being of a lasting nature, they will be transferred to another post corresponding to their previous generic post, job level, and function group.
• The selected candidate must successfully complete a probationary period of nine (9) months before being established in the post.
• The selected candidate shall be engaged in principle at the basic grade of the advertised grades.
• Candidates declared suitable who are not selected for the post will be placed on a reserve list for similar roles. The reserve list will be valid for one year from the closing date of applications.
• EUROCONTROL is an equal opportunities employer. We are committed to equality and diversity . In the event of equal merit, preference may be given to the applicant from the under-represented diversity characteristics in order to complement diversity of teams and rebalance the workforce.