Executive Assistant - Directorate Management Level (Reserve …, Noordwijk-Binnen

Executive Assistant– Directorate Management Level (Reserve list) Job Requisition ID: 20346

Date Posted: 27 February 2026

Closing Date: 3 June 2026 23:59 CET/CEST

Type of Appointment: Reserve List

Workplaces: Noordwijk, NL; Darmstadt, DE; Harwell, GB; Paris, FR; Redu, BE; Porz-Wahn, DE; Bruxelles, BE; Frascati, IT; Villanueva de la Cañada, ES

Grade Band: G2 - G4

Description This role creates a reserve pool of Executive Assistants to support future vacancies across ESA establishments. Selected candidates remain on the Reserve list for 24 months and may receive fast‑tracked opportunities.

Duties

Ensure compliant preparation, coordination and follow‑up of management and decision‑making meetings.

Provide secretariat support to committees, boards, programme bodies, or senior management.

Oversee the preparation, review and controlled circulation of agendas, records, briefings, correspondence and presentations.

Screen, prioritise and route incoming communication, exercising judgement in escalation.

Maintain structured documentation systems with version control, controlled access rights, archiving and audit readiness.

Ensure administrative and document workflows are compliant with Agency regulations.

Interface with internal and external stakeholders, representing the Agency professionally.

Coordinate and manage administrative support activities, including acting as Technical Officer of administrative services where applicable.

Track and follow‑up actions and deadlines within management and decision‑making structures.

Manage onboarding and off‑boarding administrative processes in coordination with relevant services.

Monitor meeting‑related budgets or logistical expenditure where applicable.

Contribute to business continuity by identifying procedural risks and ensuring continuity during absences or peak workload periods.

Contribute to the running of the Director’s office.

Technical competencies

Proficiency in Office software and ERP systems.

Knowledge of administrative procedures and document management principles.

Experience with financial and budget monitoring.

Experience in administrative coordination and service supervision.

Ability to draft clear and accurate correspondence in one of the Agency’s official languages.

Ability to manage complex activities within the scope of the function.

Behavioural competencies

Result Orientation

Operational Efficiency

Fostering Cooperation

Relationship Management

Continuous Improvement

Forward Thinking

Education A secondary education qualification (EQF level 4) supplemented by specialised studies in a relevant discipline.

Additional Requirements High accuracy, strong attention to detail, autonomous work, sound judgement and discretion with confidential information. Demonstrated ability to apply protocol principles and uphold the highest standards of professional conduct when interacting with internal and external stakeholders. Solid knowledge of the Agency’s activities is an asset. Minimum of 4 years of relevant, post‑related professional experience.

Diversity, Equity and Inclusiveness ESA is an equal opportunity employer that welcomes applications from all qualified candidates irrespective of gender, sexual orientation, ethnicity, religious beliefs, age, disability or other characteristics. Employees with disabilities are accommodated when possible.

Nationality and Languages Applications are considered only from nationals of the Member States and Canada, Cyprus, Latvia, Lithuania and Slovakia. Working languages are English and French; knowledge of another Member State language is an asset.

Important Information and Disclaimer During the recruitment process, applicants may be required to undergo selection tests and basic background screening in compliance with ESA security procedures. Information on working conditions is current at the time of publication but may not be exhaustive.

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