Secretary / Administrative Assistant (ESA-ESTEC)

Package Description

What we offer if you join our amazing team:

• Competitive Salary 

• Corporate Benefits Package 

• Support provided to EU Nationals requiring relocation – Information available upon request

• Company events

• Access to training 

• Access to the sport and social recreational facilities at ESTEC Escape Recreation Centre

Job Introduction

Serco are a trusted provider of services to National Space Agencies and the European Space Agency (ESA), we have over 40 years’ experience supporting the space sector and providing services for all stages of our customer’s space missions.

We are seeking for a Secretary / Administrative Assistant to work on our Customers Site (ESA-ESTEC) in the Netherlands. This is a fantastic opportunity to get into one of the most sought after space agencies in the world. This is a part -time position with a support period  starting from 01/09/2023 to 31/12/2024.

Main Responsibilities

As 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.
• Dealing with incoming telephone calls and information requests.
• Analyzing 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.
• Administration and handling of shipment of goods and express mail.
• 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.

In addition to the above that correspond to standard activities in support to an organisational unit, the work package may also cover the following tasks:

• Support to the Project Review Process.
• Support to visitor service: including access control, preparing visa applications, distribution of information material.
• ESA site administration: including periodical update (e.g. daily) of site schedule, updating and distribution of the site telephone list.
• 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.

Successful Candidate

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.
• Proficient in the English language, both written and spoken; knowledge of another official ESA language is and asset.
• For site specific functions fluent knowledge of the local national language is considered an asset.
• Highly proficient with modern electronics office automation tools in particular Microsoft Office suite and electronic mailing (preferably Lotus Notes).
• Familiar with SharePoint and Eclipse systems.
• Knowledge of SAP can be an asset.
• Demonstrated interest in experimenting with new IT tools is considered a valuable asset.
• Familiarity with ESA working environment in a similar position is a distinct advantage.
• Several years of experience in supporting relatively large teams is considered an asset.
• Knowledge of another ESA language (in particular French) is considered an asset.
• For site specific functions knowledge of the local language is considered 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.
• Candidates must be eligible to work in the EU.

About the Company

Why should you join Serco ?

At Serco not only is the nature of the work we do important, everyone has an important role to play.

Meaningful and vital work - You’ll contribute to methodologically intercepting challenges whilst achievements will also be recognised and celebrated.

A world of opportunity - You’ll be wholeheartedly supported with development and career progression

Great people - You’ll become an integral member of a well-defined and supportive team who believe passionately in the value of our work. We are a company passionate about diversity and inclusion. 

About Serco

Serco Europe has operated in the Netherlands and Spain over the past 30 years, mainly in the field of Space. Serco Netherlands and Spain have a long history of partnership and trust with the European Space Agency (ESA).

In both countries, Serco is proud to deliver the highest calibre of people and services at ESTEC (ESA’s technology and engineering hub) and ESAC (ESA’s Astronomy and Science centre).

At the heart of its business, Serco Netherlands and Spain source, train, care and support employees, enabling them to better pursue their dreams of working in the Space industry in excelling in the delivery of essential public services.

Important:

Any offer of employment is contingent upon you providing documents to verify your identity and employment eligibility, as required by law.

Applicants are reminded that they will be requested to produce such documentation during the recruitment process.

Please contact a member of the recruitment team if you require further details of acceptable types of documentation required for verification of identity and work authorization. 

Data Protection:

For more information on how the personal data in your application is process, please see the link Data Protection policy here.