About this job

Serco has made significant contributions at ESA’s European Space Research and Technology Centre (ESTEC) in the Netherlands, supporting a wide range of space missions and projects. Serco has provided essential engineering, technical, and management services, playing a key role in logistics and operational support for missions. Serco’s expertise in spacecraft management, ground systems and data processing has earned them recognition, including ‘Best in Domain’ awards from ESA. Their long-standing partnership with ESA reflects their commitment to excellence and innovation in the space sector.

On behalf of our client, the European Space Agency, we are looking for a skilled Secretary/Administrative Assistant to join our team at the esteemed ESA-ESTEC site, in the Netherlands. Our mission is to provide exceptional administrative and secretarial support, ensuring smooth operations and efficient coordination across all ESA activities. The ideal candidate will strive to manage essential tasks with precision, from travel arrangements to document management, enabling the team to focus on their core missions.

Responsibilities

As a Secretary/Administrative Assistant you will concentrate your activities on the following:

• Day-to-day support to Unit personnel regarding business travel arrangements, leave management, coordination of training.
• 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.
• 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.
• 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.

Special requirements for the division:

• Maintaining the risk register.
• Administering the SharePoint site.
• Setting up a configuration management for the Documents produced by the Division.
• Preparing presentations in Power Point on the basis of inputs provided by the experts.
• Handling confidential information and sensitive information.
• Proof reading, formatting of documents for the Executive Board and ESA governance bodies.
• Maintaining and updating the missions schedule for ESA Council.
• Supporting the PPS Project Manager in change management and logistical tasks.

Profile

Do you think you are the person we are looking for? See below what experience or knowledge you should bring:

• Vocational Degree or equivalent.
• At least 2 years of relevant work experience.
• Highly proficient with modern electronics office automation tools in particular Microsoft Office suite and electronic mailing.
• Familiarity with ESA working environment in a similar position is a distinct advantage.
• Knowledge of SAP and Prisma can be an asset.
• Excellent interpersonal skills are needed, together with a high degree organizational and communication abilities, and comfortable with working in a diverse and multinational team environment.
• Proficiency in the English language, both written and spoken is the official requirement for this position.
• Knowledge of French language is considered an asset.
• Dutch language is not required but it can be considered an asset.
• Candidates must be eligible to work in the EU.

On offer

• Flexible working policy (hybrid working)
• Comprehensive and competitive benefits plan
• A range of wellness activities and employee assistance programs
• Casual dress code

Relocation:

The Netherlands’ central location in Europe makes it an ideal base for travel and business within the EU. Major cities are well-connected by road, rail, and air with Amsterdam Schiphol Airport one of Europe’s busiest and most well-connected airports, facilitating easy international travel.

Serco offers relocation support for all EU passport holders that are planning to relocate to the Netherlands and work for Serco B.V.

DE&I

Diversity, Equity & Inclusion at Serco is based on a culture where every voice is heard and every employee feels valued. Working together as one team, we can enhance the experience of our people and teams, improve the value of our solutions to better serve the missions of our customers, and make an impact in our world.