Administrative Assistant/Secretary [26184]

HE Space Operations; Noordwijk; On-site; EUR 32,000 - 45,000; Full time

Job summary

HE Space is seeking an organised Unit administration assistant to support day-to-day operations, travel arrangements, and Information management in Noordwijk, The Netherlands. You will handle calls, correspondence, and logistics, ensuring timely processing of documents and events coordination.

The role requires high school education or higher, strong English, and experience supporting large teams. Proficiency in MS Office and experience with ESA environments are assets.

Qualifications

• 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.

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 and departures 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 and distribution/registration of mail and documents;
• Organization of agenda and meetings;
• Maintaining documents libraries for the Unit;
• Maintaining and following up actions lists for the Unit and taking minutes of coordination meetings;
• Participation to organisation of events;
• Support to the Project Review Process;
• Support to visitor service including visa applications;
• ESA site administration including site schedule updates;
• Participation to preparation and publication of internal and external documents;
• Data collection from SAP, PRISMA and internal sources with data consistency checks.

Skills

Office administration

Customer service

Communication

Time management

Education

High school diploma or higher

Tools

Microsoft Office

Outlook / Email systems

SAP

PRISMA

Job description

HE Space is a successful international space company, specialised in providing managed services and human resources to the international space sector for over 40 years. We hire space experts all over Europe across the whole spectrum of space-related activities, from engineering to science, software development, operations, marketing, finance and administration. Our employees contribute towards a wide range of groundbreaking space programmes including Galileo and Copernicus, ExoMars, Iris2, ESA BASS, ESA GSPT, LISA Pathfinder, Euclid, the Ariane and Vega launchers as well as the International Space Station.

HE Space has joined forces with CS Group and Sopra Steria to lead the engineering and digital space market in Europe and to provide highly skilled consulting. We are passionate about people and invest in you to support the development of the European space industry.

Job Description

• 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

• 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;

Additional Information

This job is located in Noordwijk, The Netherlands.

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. Last apply date: 15/11/2026!

Please note: Due to work permit requirements for this position, please apply only if you are citizen of a European Union state.