Division Administration and Events Coordinator (ESA/ESTEC)

Octagon Professionals is seeking for a Division Administration and Events Coordinator to provide service support to the Country capability and Support Division, based at ESTEC within the Directorate Commercialisation, industry and Competitiveness.

The Division's main objective is to facilitate the integration of targeted countries into the European space ecosystem, by supporting their capacity-building efforts (industrial and academic space capabilities) and ensuring they can effectively contribute to and benefit from ESA programmes.

The Division's mandate includes:

• Manages several funding and cooperation schemes (e.g. NMS IIS, AM RPA, PECS, etc.).


• Works directly with national industry, academia, and government delegations via dedicated Country Desk Officers (CDOs).


• Organises events, training courses, company visits, and outreach in support of these countries.


• Prepares and analyses country-level strategies, performance, and capability assessments.


• Ensures coordination with ESA programme directorates and technical directorates

Core Responsibilities:

• Plan, organise, and run divisional events, training courses, and in-country visits.


• Develop, update, and maintain training materials and internal records of attendance and feedback.


• Coordinate manpower planning, defining work packages and monitoring resource allocation and consumption.


• Support maintenance and improvement of automation tools and databases, including requirement gathering and testing.

Required Competencies:

Event & training coordination:

• Strong experience in planning, organising, and delivering professional events and training programmes.

Administrative & organisational skills:

• Proficient at maintaining records, monitoring resources, and producing supporting documentation.

Process improvement:

• Ability to contribute to automation initiatives and database improvements through feedback and testing.

Tools:

• Good working knowledge of MS Office, corporate tools/databases, and general IT literacy.

Qualifications & Experience:

• Vocational training or university degree in business administration, event management, human resources, or a related field.


• At least 2-4 years in administrative support, event/training organisation, or resource management in an international or technical environment.


• Full professional fluency in English (written and spoken). Knowledge of the local working language is an asset;

Behavioural Competencies:

• Excellent interpersonal and teamwork skills.


• Customer-oriented and flexible.


• Strong organisational and multi-tasking ability.


• Initiative in identifying and solving problems.


• Attention to detail and accuracy.

We offer:

• Attractive remuneration package.


• Up to 30 vacation days & additional 12 public holidays based on the 40h working week.


• Pension contribution to a tailor-made pension scheme.


• Yearly subscription to the ESTEC gym facilities and a swimming pool.

Ready for this new challenge? Apply now and let's get in touch!

Octagon Professionals International is a full-service recruitment and HR services firm with 30 years of experience in the European and international market. Our large network of professionals across multiple functional areas, and multi-national team provide flexible solutions customised to individual client needs.

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