Secretary / Administrative Support to Clean Space

Deadline to apply: 10/04/2026

We are looking for a Secretary/Administrative Assistant to complete our consultants Workforce Management Service, providing secretarial and administrative support to the Clean Space Office within the Space Safety Programme (OPSS) of the European Space Agency (ESA) in Noordwijk, the Netherlands. 

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). 

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

• Coordinate travel services, including requesting travel, arranging bookings, and handling mission reimbursements; 

• Track absences and enter related data into the system; 

• Input and maintain data for contacts, address books, agendas, and calendars; 

• Prepare monthly, quarterly, and ad hoc reports; 

• Register participants for conferences, events, and trainings; 

• Register guests and visitors; 

• Organise meetings by preparing agendas, providing support documentation, and taking and drafting Minutes; 

• Support the organisation of conferences and workshops; 

• Provide administrative and logistical support to the Space Situational Awareness Programme Board; 

• Perform secretarial functions for regular internal programme coordination meetings; 

• Support the placing and tracking of contracts, contract change notices, and procurement actions, and verify budgets, invoices, and delivery notes against payment plans using the ERP system; 

• Carry out monthly manpower bookings using an ERP system; 

• Perform logistics services, including:  

  • Administer and handle the shipment of goods and mail; 

  • Handle the arrival and departure of temporary staff; 

• Support launch preparation activities (e.g., launch folders, badge management, catering) and SVTs; 

• Deliver secretarial tasks using Lotus Notes, MS Office/MS 365 (Excel, Word, PowerPoint, Access), and ERP systems such as SAP, DMS systems, SharePoint, ESAConnect, and CURSA; 

• Provide support to the Helpdesk/IT ticket service; 

• Support manpower and workpackage planning/changes (incl PFMS updates); 

• Support budget review processes, planning and monitoring; 

• Support the organisation and flow of high‑volume documents (offers, work permits, transport forms, badge forms, etc.); 

• Follow up and collect contractual KPIs related to FM contracts and report on OPS‑SLA‑related budgets; 

• Support office accommodation planning; 

• Manage the migration to and maintain the Teamsite; 

• Support software license handling; 

• Support newcomers, including students and trainees; 

• Handle ESANow‑related tasks; 

• Restructure and update shared resources (shared drives, SharePoint sites, etc.); 

• Edit and maintain divisional procedures and manage their migration to the wiki; 

• Build and maintain a divisional central catalogue including: 

  • Studies and their deliverables; 

  • Contractual documentation for all projects; 

  • Technical documentation including frequently used Admins, standards and other RD/AD documents; 

  • Tasks and responsibilities assigned to staff. 

• Create and process shopping carts and purchase order confirmations in SAP. 

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.