Executive Administrative Assistant – International Office

Akkodis; Noordwijk; On-site; EUR 32,000 - 52,000; Full time

Job summary

Akkodis Aerospace is hiring a Secretary / Administrative Assistant to join our team onsite at the European Space Agency in the Netherlands. The role supports executive-level administration within an international context, leveraging Microsoft 365/Teams and ESA tools, with a strong emphasis on confidentiality.

As part of the Akkodis Aerospace team, you will coordinate calendars, travel, documents, and communications across departments, ensuring timely follow-up and adherence to procedures.

Qualifications

• Administrative assistant experience at executive level and in an international context.
• Strong knowledge of Microsoft365 and Teams.
• A good knowledge of the various ESA tools (i.a. MAS, ESA-P) is welcomed.
• Strong command of the English language. Knowledge of another European language is considered an asset.
• Knowledge of working methods in the space/telecommunications sector is considered an asset.
• It is important to note that this position requires a high level of confidentiality

Responsibilities

• Supporting Line Managers and teams in administrative, organisational and contractual matters.
• Planning and coordinating commitments and meetings; organising calendars; preparing files.
• Answering incoming calls; screening and routing; maintaining records and follow-up.
• Analysing mail (paper and email) and prioritising urgent items for staff.
• Diffusing information to teams and arranging staff travel arrangements.
• Coordinating with other secretaries; providing coverage when colleagues are on leave.
• Composing routine correspondence and maintaining filing systems.
• Ensuring proper authorisation and adherence to Staff Rules and financial procedures.
• Using ESA corporate software tools and documentation systems.
• Maintaining and organising office documentation; setting up folders and distribution.
• Following up on team actions and collecting information for decisions.
• Interfacing with teams on administrative matters and relevant systems.
• Coordinating with Facility Management for local on-site support.
• Participating in events organisation.

Skills

Microsoft 365

Microsoft Teams

English language

Discretion & confidentiality

Executive support experience

Tools

MAS

ESA-P

Job description

Akkodis Aerospace is hiring a Secretary / Administrative Assistant to join our team onsite at the European Space Agency in the Netherlands. The role supports executive-level administration within an international context, leveraging Microsoft 365/Teams and ESA tools, with a strong emphasis on confidentiality.

As part of the Akkodis Aerospace team, you will coordinate calendars, travel, documents, and communications across departments, ensuring timely follow-up and adherence to procedures.