Administrative Assistant

Updated: about 1 month ago
Job Type: Permanent
Deadline: 23 Aug 2022

Vacancy in the Directorate of Internal Services.

ESA is an equal opportunity employer, committed to achieving diversity within the workforce and creating an inclusive working environment. We therefore welcome applications from all qualified candidates irrespective of gender, sexual orientation, ethnicity, beliefs, age, disability or other characteristics. Applications from women are encouraged.

This post is for a limited duration of three years and classified B2-B4 on the Coordinated Organisations’ salary scale.

ESA Headquarters, Paris, France  


Under the authority of the Head of the Management Support and Control Office, you will carry out a variety of secretarial and administrative tasks for the Director’s Office, Digital Transformation, Workforce Management and Management and Control Offices.


Your tasks will include, in particular:

  • preparing and claiming missions;
  • drafting internal and external correspondence, documents and presentation material and proofreading for grammatical accuracy and compliance with established ESA practices;
  • handling of telephone calls and enquiries, including interaction with external stakeholders in industry, Member States and other space agencies;
  • maintaining calendars/agendas, co-reading emails for meeting requests and organising meetings and appointments, including with large teams;
  • maintaining a digital filing, Teams groups, TeamSites and follow-up system and organising access rights;
  • sorting, registration and distribution of incoming mail;
  • providing support for the preparation and visa cycle of official documents (mainly AFC and Council); performing related and ad hoc tasks within the Director’s Office as required;
  • acting as back-up to the Director of Internal Services Executive Secretary.

Technical competencies

Proficiency in the use of the Agency's information systems, tools and applications, including online services on the internet

Ability to establish and maintain effective working relationships

Thoroughness and meticulous attention to detail, ensuring accuracy of output

Behavioural competencies

Result Orientation
Operational Efficiency
Fostering Cooperation Relationship Management
Continuous Improvement
Forward Thinking


Applicants for this post should have completed secondary education.

Additional requirements

You will have completed professional training in administrative techniques or in secretarial-related activities and will possess a minimum of four years’ demonstrated professional administrative experience in a similar environment.

In addition and in particular, you should have:

  • demonstrated personal and professional maturity to work in an international and multidisciplinary environment;
  • the ability to cope with sudden increases in workload and a high degree of availability (you may be required on occasion to work overtime or outside normal working hours);
  • the ability to work persistently and under pressure;
  • a sense of initiative and teamwork;
  • concern for quality;
  • discretion and the ability to maintain confidentiality;
  • the ability to maintain good relations with internal and external contacts.

You are expected to demonstrate excellent organisational skills, the ability to organise and prioritise workload, and a proactive and reliable approach. Discretion is a strong requirement. You must also possess sound judgement and effective communication skills.

Other Information

For behavioural competencies expected from ESA staff in general, please refer to the ESA Competency Framework .

For further information please visit: Professionals ,What we offer  and FAQ

The working languages of the Agency are English and French. A good knowledge of one of these is required.
Knowledge of another Member State language would be an asset.

The Agency may require applicants to undergo selection tests.

At the Agency we value diversity and we welcome people with disabilities.  Whenever possible, we seek to accommodate individuals with disabilities by providing the necessary support at the workplace.  The Human Resources Department can also provide assistance during the recruitment process. If you would like to discuss this further please contact us at .


Please note that applications are only considered from nationals of one of the following States: Austria, Belgium, the Czech Republic, Denmark, Estonia, Finland, France, Germany, Greece, Hungary, Ireland, Italy, Luxembourg, the Netherlands, Norway, Poland, Portugal, Romania,  Spain, Sweden, Switzerland, the United Kingdom, Canada, Latvia, Lithuania and Slovenia.

According to the ESA Convention, the recruitment of staff must take into account an adequate distribution of posts among nationals of the ESA Member States*. When short-listing for an interview, priority will first be given to internal candidates and secondly to external candidates from under-represented or balanced Member States*.
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In accordance with the European Space Agency’s security procedures and as part of the selection process, successful candidates will be required to undergo basic screening before appointment conducted by an external background screening service. 

*Member States, Associate Members or Cooperating States.

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