Governance Executive Assistant & Secretariat Lead

Description

This job requisition is intended to create a reserve pool of Executive Assistants, potentially to fill a number of positions at various ESA establishments, to be confirmed during the course of 2026 or 2027.

If selected, you may provide administrative, organisational and management assistance to a Department, Programme or Office forming part of a Directorate Management Team, or to a Committee Secretariat within the Agency.

Acting on behalf of the Agency, you will ensure that management and decision‑making processes, as well as senior management administrative operations are carried out in compliance with Agency rules, procedures and standards, safeguarding operational continuity.

In this capacity, you will contribute to directorate‑level management activities by ensuring structured coordination, procedural compliance and effective operational support for decision‑making environments.

Duties

• Ensuring the compliant preparation, coordination and follow‑up of management and decision‑making meetings, safeguarding procedural integrity, traceability and documentation quality
• Providing secretariat support to committees, boards, programme bodies, or senior management
• Overseeing the preparation, review and controlled circulation of agendas, records, briefings, correspondence and presentations, ensuring accuracy, confidentiality and alignment with Agency standards
• Screening, prioritising and routing incoming communication, exercising judgement in escalation and ensuring appropriate institutional handling
• Maintaining structured documentation systems, ensuring version control, controlled access rights, archiving and audit readiness
• Ensuring administrative and document workflows are compliant with Agency regulations, contributing to the integrity of internal control mechanisms
• Interfacing in an institutional capacity with internal and external stakeholders, ensuring professional and consistent representation
• Coordinating and managing where applicable administrative support activities, including acting as Technical Officer of administrative services within a department, ensuring service quality, procedural alignment and continuity of operations
• Managing actions and deadlines, including tracking and follow‑up activities within management and decision‑making structures, ensuring timely execution and reporting
• Managing onboarding and off‑boarding administrative processes in coordination with relevant services, ensuring compliance and operational continuity
• Monitoring meeting‑related budgets or logistical expenditure where applicable, ensuring conformity with authorised allocations and internal procedures
• Contributing to business continuity by identifying procedural risks, ensuring continuity during absences or peak workload periods
• Contributing to the running of the Director’s office

Qualifications

Proficiency in Office software and ERP (enterprise resource planning) systems

Knowledge of administrative procedures and document management principles

Experience with financial and budget monitoring

Experience in administrative coordination and service supervision

Ability to draft clear and accurate correspondence in one of the official languages of the Agency

Ability to manage complex activities within the scope of the function

Key Competencies

• Result Orientation
• Operational Efficiency
• Fostering Cooperation
• Relationship Management
• Continuous Improvement
• Forward Thinking

Additional requirements

High level of accuracy and strong attention to detail, with a demonstrated ability to work autonomously and exercise sound judgement and discretion when handling confidential and sensitive information.

Proven ability to apply protocol principles and uphold the highest standards of professional conduct in interactions with internal and external stakeholders.

A solid knowledge of the Agency’s activities would be considered an asset.

A minimum of 4 years of relevant, post‑related professional experience is required.

A secondary education qualification (EQF level 4) supplemented by specialised studies in a relevant discipline is required for this post.

Diversity, Equity and Inclusiveness

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

We welcome people with disabilities and provide the necessary support when possible. The Human Resources Department can also provide assistance during the recruitment process. If you would like to discuss this further, please contact us via email at

Important Information and Disclaimer

During the recruitment process, the Agency may request applicants to undergo selection tests. Additionally, successful candidates will need to undergo basic screening before appointment, which will be conducted by an external background screening service, in compliance with the European Space Agency’s security procedures.

The information published on ESA’s careers website regarding working conditions is correct at the time of publication. It is not intended to be exhaustive and may not address all questions you would have.

Nationality and Languages

Please note that applications are only considered from nationals of one of the following States: Austria, Belgium, Czechia, Denmark, Estonia, Finland, France, Germany, Greece, Hungary, Ireland, Italy, Luxembourg, the Netherlands, Norway, Poland, Portugal, Romania, Slovenia, Spain, Sweden, Switzerland, the United Kingdom and Canada, Cyprus, Latvia, Lithuania and Slovakia.

According to the ESA Convention, staff shall be recruited on the basis of their qualifications, taking into account an adequate distribution of posts among nationals of the Member States.

The working languages of the Agency are English and French. A good knowledge of one of these is required. Knowledge of another Member State language would be an asset.