Administrative Assistant

Administration / Secretarial
Noordwijk aan Zee


Are you an administrative professional with at least 2 years of experience? Are you seeking an opportunity with an international environment? If so, this opportunity might be for you!

We are looking for an Administrative Assistant who will join the Octagon Professionals projects team at the European Space Agency in Noordwijk (ESTEC). Read more about this opportunity and get in touch with us today!

Your responsibilities:

  • Perform daily the regular secretarial functions, including mission travel arrangements, meetings organization and assistance, support to conferences (and more in general to events, invited talks, workshops).Assist new members with respect to take up duty logistics.
  • Support the recruitment process maintaining a close working relationship with ESA HR.
  • Maintain and develop the group documentation system.
  • Support the organisation of the media-relations and act as a day-to-day interface with the ESTEC Communications Office as needed.
  • Have an affinity with the specificities of an academic environment (flat hierarchical structure, open free speech environments, frequent testing of new tools, methods and techniques, frequent but low-cost conference participations).
  • Assist members in exploring new technologies and techniques and in disseminating its scientific results.
  • Photo and video documentation events and their communication via communication channels (website, twitter, YouTube, Diigo, wiki, social networks etc).
  • Help to create media content (images, short videos, etc.).
  • Proofreading web stories and where needed scientific papers.
  • Keep a very close working relationship with the team members located in Paris.
  • Support in organising administratively technical studies performed in the facility called Concurrent Design facility (CDF), in particular, implementation of the work package for the studies in the manpower booking system.


  • Completed secondary education and professional training in administrative support and/or secretarial activities.
  • At least 2 years of relevant working experience.
  • Autonomy in carrying out the tasks assigned with a strong sense of dedication and motivation.
  • Flexibility and excellent organisation skills are a must.
  • Good communication and interpersonal skills and the ability to work in a team with the other administrative assistants in the department and with the technical teams.
  • Knowledge or demonstrated interest in academic & research and technical environment is an asset.
  • Knowledge in audio-video communication, including the new web technologies (or interest to learn), is an asset.
  • Familiar (user level) or quickly get familiar with new web technologies for the groups internal organisation (use of wikis, blogs, svn, git).
  • Open to and interested in new technologies and techniques.
  • Proficient in the English language, both written and spoken. Knowledge of another official ESA language is and asset.
  • Familiarity with ESA working environment in a similar position is a distinct advantage.

We offer:

  • Attractive remuneration package and advice on tax-free benefits.
  • Up to 30 vacation days & additional 12 public holidays based on the 40h working week.
  • Advice from our Learning & Development Specialist on most suitable training/courses.
  • Extra budget and up to 5 extra days off for your professional development.
  • Pension contribution to a tailor-made pension scheme.
  • A yearly subscription to the ESTEC gym facilities and a swimming pool.
  • Assistance with relocation in case you are moving to The Netherlands from abroad.

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 customized to individual client needs.

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