Secretary / Administrative Assistant

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

We are looking for a Secretary / Administrative Assistant (M1) to join our Akkodis Aerospace team, working onsite at the European Space Agency in the Netherlands.

Akkodis has proudly supported the Aerospace & Defence industry in the Netherlands for decades. Our partnership with the European Space Agency (ESA) has been one of the many success stories allowing our people to expand their career horizons. Akkodis experts are contributing to some of the most important technical advances in Aerospace and Defence which impact the way we live our lives today, through specialised engineering expertise and other required skillsets. This could be your future. Become part of our successful team!

Specific tasks to be performed:

• Supporting the Line Managers and teams in the preparation and follow up of administrative, organisational and contractual matters.
• Planning/coordinating the commitments and meetings, organising calendar and keeping the Line Managers informed on all issues of concern; supervising the preparation of files for such meetings and any special subjects.
• Answering incoming calls and performing a pre-screening of these calls for direct connection with the Line Managers or for reply at a later time. Keeping organised records of these calls and checking closure and follow up.
• Analysing incoming mail- paper and e-mail - and presenting these data in an organised and prioritised manner. Ensuring that important and urgent mail reaches staff to insure timely responses.
• Ensuring the diffusion of information for the Teams.
• Preparation of staff missions and travel arrangements.
• Coordinating actions with other secretaries of the Department/ Division; Administrative support Coverage for other units when colleagues are on leave.
• Composing routine correspondence and keeping a filing system for incoming/outgoing mail. Generating documents and textual and graphics presentations.
• Check for correct authorisation, substantiating documentation and adherence to Agency rules and practice (ref. leave, mission, conference, authorisation with regards to Staff Rules and Regulations, as well as financial procedures). For the execution of the tasks the contractor will be expected to use related ESA Corporate software tools and documentation systems.
• Administering and maintaining the office documentation systems. Setting up the folder structure, registration, filing and distribution of correspondence and other documentation processed.
• Follow up of teams’ actions.
• On personal initiative or on instructions, collecting information and documents necessary for the teams to take actions on given issues.
• Interfacing and providing support to teams on administrative matters related to use of the relevant systems.
• Coordination with Facility Management for local, on-site support (e.g. staff and contractors TUD/leaving/relocating).
• Participating to Events organisation.

To successfully perform the above mentioned tasks, the following background / experience is required:

• 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

About ESA-ESTEC

The European Space Agency (ESA) has sites in several European countries.

The European Space Research and Technology Centre (ESTEC), has grown into ESA’s largest establishment and the technical and organizational hub of Europe’s space sector. Missions designed and tested at ESTEC are circling Earth, have landed on planetary bodies and have probed far into the Solar System.

The infrastructure and equipment assembled here, together with the expert knowhow of its 2800 personnel, make ESTEC a unique resource for Europe. The work done here by teams skilled in every aspect of engineering for space has enabled the creation of novel communication, navigation and information services, creating new jobs and growth while improving the lives of European and world citizens.