Administrative Assistant/Secretary [26184]

Soprasteria1; Noordwijk; On-site; EUR 32,000 - 42,000; Full time

Job summary

Soprasteria1 is seeking an individual to provide day-to-day administrative support for an ESA unit in Noordwijk, The Netherlands. The role involves handling calls, coordinating logistics, and ensuring timely distribution of documents.

The candidate should have a high school diploma, strong English skills, and familiarity with office automation tools. Experience with ESA environments is advantageous, and EU citizenship is required for work-permit purposes.

Qualifications

• High school education (or higher) is required.
• Experience supporting relatively large teams is a plus.
• Proficient with Microsoft Office and electronic mailing.

Responsibilities

• Provide day-to-day administrative support to the Unit.
• Handle incoming calls and information requests.
• Analyse correspondence and manage distribution of documents.
• Coordinate logistics and office supplies for the Unit.
• Arrange room bookings for meetings and events.
• Support visa applications and visitor services as needed.
• Maintain document libraries and change logs.
• Assist in organizing events and workshops.

Skills

MS Office

Customer service

Documentation

English fluency

Education

High school diploma

Tools

Microsoft Office

Job description

Responsibilities

• 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.
• 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 analysis;

Qualifications and Requirements

• High school education (or higher) is required;
• Several years of experience in supporting relatively large teams is considered an asset;
• Highly proficient with modern electronics office automation tools in particular Microsoft Office suite and electronic mailing;
• Customer face approach and solutions driven;
• Familiarity with ESA working environment in a similar position is a distinct advantage;
• Fluency in English; knowledge of another European language is an advantage;
• Please note: Due to work permit requirements for this position, please apply only if you are citizen of a European Union state.

Location

This job is located in Noordwijk, The Netherlands.

Application Deadline

Last apply date: 15/11/2026!

Company Culture and Equality

We are an Inclusive and committed employer, our company works every day to combat all forms of discrimination and promote a respectful working environment. That's why, we are committed to gender diversity and overall inclusivity, we encourage all applications and profiles.