Administrative & Operations Assistant

Your Mission

Join us in shaping the future of secure and innovative technologies across space and cybersecurity.

We are looking for an Administrative & Operations Assistant to work at ESA's premises in Madrid, Spain. In this role you will provide administrative, secretarial and documentation support to the Science and Operations Department.

Tasks and Activities

As part of the Administrative team, you'll have the opportunity to:

• Provide day-to-day administrative and secretarial support to the ESA SCI-S Department personnel.
• Support the arrival and departure of unit personnel e.g. office & computer access, registration, deregistration etc.
• Organize agendas including room & resource bookings for meetings and/or events.
• Support the organization of events (workshops, conferences, large meetings) as required.
• Perform tasks related to documentation management, including maintaining document libraries.
• Maintain and follow up action lists, and taking minutes of coordination meetings.
• Support the relevant heads of department with general secretarial tasks including:
  • Organising agendas and managing email inboxes & phone requests
  • Manage mission orders and claims from department personnel
  • Follow up with procurement requests and actions.
  • Organising travel bookings.

What We're Looking For

Ideally, you will have:

• University Degree or equivalent in a relevant field.
• Proficiency with office tools in particular Microsoft Office & Adobe Acrobat, collaborative working tools such as SharePoint and videoconferencing.
• Ability to communicate fluently in English and Spanish.
• Experience or knowledge in finance and financial tools (preferably SAP).
• Treat information related to the service with confidentiality, discretion and integrity.
• A high-level of communication and organizational skills, with attention to detail, flexibility and ability to identify priorities. Routine tasks shall be executed autonomously.
• A service-oriented attitude, team spirit and ability to work co-operatively with other services and people in an international environment.

Why Make the Move?

• Make an impact where it matters. Contribute to high profile projects supporting organisations such as ESA, EUMETSAT, the European Commission, NATO and national defence programmes.
• Work alongside some of Europe's brightest minds. Join an international team of experts who thrive on collaboration, innovation and solving complex challenges that deliver real-world results.
• Grow beyond a single project. Join a growing international organisation and broaden your experience across a variety of projects and technical disciplines.
• Invest in your future. Benefit from ongoing training, mentoring and professional development opportunities designed to support both your personal and professional growth.
• Join a company that puts people first. Guided by our values of Integrity, Inspiration, Care and Collaboration, we offer a supportive culture, flexible working arrangements.

Equal Opportunities

We are proud to be an equal opportunity employer, committed to achieving diversity within the workforce and creating an inclusive working environment. We therefore welcome applications from all candidates, irrespective of gender, sexual orientation, ethnicity, religious beliefs, age, disability or other characteristics.

As part of our commitment to providing an inclusive and barrier-free recruitment process, we will provide reasonable adjustments and support to ensure neuro-diverse applicants or those with a disability or long-term condition can be their best during the recruitment process.

Important Eligibility Requirements

Due to the nature of the projects, this position is currently open to European nationals.

That said, we encourage suitably qualified professionals to apply even if you do not meet this requirement. Should a similar opportunity arise without this nationality restriction, we would be pleased to consider your application for future roles.