Administrative Assistant (12 months contract)

As part of a dynamic team at ESA HQ you will have the following responsibilities:

• Day-to-day support to Unit personnel regarding business travel arrangements leave management coordination of training;
• Dealing with incoming telephone calls and information requests;
• 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;
• 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.
• 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.

Qualifications :

You will have the following qualifications and relevant experience:

• High school education (or higher) is required;
• Several years of experience in supporting relatively large teams is considered an asset;
• For site specific functions knowledge of the local language is considered an asset;
• 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;
• Fluency in English; knowledge of another European language is an advantage.

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Additional Information :

This job is located in Paris France.

If you think you have what it takes for this job please send your CV (in English and in Word or PDF) to Annie Kontou by clicking on the button Apply for this job quoting job NL-HP-25174.

An exciting and dynamic international working environment awaits you!

Inclusive and committed employer our company works every day to combat all forms of discrimination and promote a respectful working environment. Thats why committed to gender diversity and overall inclusivity we encourage all applications and profiles.

Last apply date: 30/11/2025.

Employeur inclusif et engagé notre société œuvre chaque jour pour lutter contre toute forme de discrimination et favoriser un environnement de travail respectueux. Cest pourquoi attachés à la mixité et à la diversité nous encourageons toutes les candidatures et tous les profils.

Work :

No

Employment Type :

Full-time