Secretary / Administrative Assistant

Deadline to apply: 17/02/2026

We are looking for a ​Secretary / Administrative Assistant​ to complete our consultants Workforce Management Service to support the European Space Agency (ESA) at their location in ​Harwell, United Kingdom​.  

Please note, the successful candidate will be employed by ATG Europe (or one of its subsidiaries). Furthermore, upon selection, they will be subject to a general security screening performed by an external provider (further information will be provided at the interview stage). 

ATG is dedicated to diversity and inclusion and is an equal opportunity employer. Regardless of race, color, religion, sex, sexual orientation, gender identity, national origin, age, or any other reason protected by relevant state or municipal legislation, we are pleased to consider all eligible candidates for employment. 

The successful candidate will be tasked with, but not limited to: 

• Support the Line Managers and teams in the preparation and follow up of administrative, organizational and contractual matters; 

• Plan/Coordinate the commitments and meetings, organise calendar and keep the Line Managers informed on all issues of concern;  

• Supervise the preparation of files for such meetings and any special subjects; 

• Answer incoming calls and perform a pre-screening of these calls for direct connection with the Line Managers or for reply at a later time; 

• Keep organized records of these calls and check closure and follow up; 

• Analyze incoming mail-paper and e-mail -and present these data in an organized and prioritized manner;  

• Ensure that important and urgent mail reaches staff to ensure timely responses; 

• Ensure the diffusion of information for the teams; 

• Prepare staff missions and travel arrangements; 

• Coordinate actions with other secretaries of the Department/ Division;  

• Administrative support coverage for other units when colleagues are on leave; 

• Compose routine correspondence and keep a filing system for incoming/outgoing mail;  

• Generate documents and textual and graphics presentations; 

• Check for correct authorization, substantiate documentation and adherence to Agency rules and practice (ref. leave, mission, conference, authorization with regards to Staff Rules and Regulations, as well as financial procedures); For the execution of the tasks, the contractor will be expected to use related ESA Corporate software tools and documentation systems; 

• Administer and maintain the office documentation systems; 

• Set up the folder structure, registration, filing and distribution of correspondence and other documentation processed; 

• Follow up of teams’ actions; 

• Collect information and documents necessary for the teams to take actions on given issues on personal initiative or on instructions; 

• Interface and provide support to teams on administrative matters related to use of the relevant systems; 

• Coordinate with Facility Management for local, on-site support (e.g. staff and contractors TUD/leaving/relocating); 

• Participate to organization of events.