Vacancy Administrative Assistant

Sapienza Consulting is recruiting an Administrative Assistant to work at ESA-ESTEC in Noordwijk, The Netherlands. The incumbent will be supporting the directorate of Telecommunications and Integrated Applications (TIA).

Responsibilities of the Administrative Assistant

  • The successful candidate should be responsible for calendar management, requiring interaction with both internal and external executives and assistants, to coordinate a variety of complex executive meetings and video conferences;
  • Dealing with incoming telephone calls and direct all incoming calls to appropriate party promptly and efficiently
  • Communicate and handle incoming and outgoing electronic communications on behalf of his/her Managers
  • Assist managers with preparation of documents and presentation materials (using PowerPoint, Excel and MS Word)
  • Prepare documents and outgoing mail;
  • Participate to meetings with his/her managers as required and take minutes of meetings;
  • Organising meetings and preparing travel arrangements (missions)
  • Prepare and process data, documents and presentation material in English
  • Establish and maintain records and files (ref. Document Management Systems);
  • Provide ad-hoc back-up support for other secretaries of the Department

Profile of the Administrative Assistant

  • Secondary education and professional training in administrative techniques or in secretarial related activities
  • At least 2 years of relevant professional experience;
  • Highly proficient with modern electronics office automation tools, in particular with Microsoft Office suite
  • Proficient in the English language, both written and spoken; knowledge of another official ESA language is an asset;
  • Excellent calendar management skills, including the coordination of complex executive meetings
  • Fluent in English; knowledge of another ESA member-state language is an asset
  • Candidates must be eligible to work in the EU.


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