Job Description

Executive Assistant - Directorate Management Level (Reserve list)

Job Requisition ID: 20346

Date Posted: 27 February 2026

Closing Date: 27 March 2026 23:59 CET/CEST

Publication: Internal & External

Type of Appointment: Reserve List

Workplace:

Noordwijk, NL Harwell, GB Bruxelles, BE Frascati, IT Porz-Wahn, DE Redu, BE Darmstadt, DE Villanueva de la Cañada, ES Paris, FR

Grade Band: G2 - G4

This job opening is for the purposes of Reserve list recruitment on multiple positions.

ESA is initiating a Reserve list recruitment process to meet the consistently high demand for Executive Assistant – Directorate Management Level in support of the Agency’s cutting-edge space projects and programmes. This Reserve list will comprise of candidates who have been pre-assessed and pre-approved by the ESA hiring team and who have already undergone a basic background screening. If selected, you will remain on the Reserve list for a period of 24 months, during which you will be fast-tracked for positions in upcoming projects. While inclusion in the Reserve list does not guarantee recruitment, it positions you as a valuable resource to fill ESA's future vacancies. When a relevant position arises, your candidacy will be reviewed. In that context, you may be invited to a brief follow-up interview and, if successful, an offer will be made. No action is required on your part if you are placed on a Reserve list; ESA will contact you directly about relevant opportunities.

Location
Noordwijk, Bruxelles, Cologne, Darmstadt, Frascati, Harwell, Paris, Redu, Villanueva de la Cañada (Madrid)

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

The types of responsibilities and tasks that you may carry out when contributing to the Agency’s activities are listed below. Your specific duties will be further defined depending on the final appointment.

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, program 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 offboarding 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.

Technical competencies

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

Behavioural competencies

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

For more information, please refer to ESA Core Behavioural Competencies guidebook

Education

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

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 10 years of relevant, post-related professional experience is required.

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.

At the Agency we value diversity, and we welcome people with disabilities. Whenever possible, we seek to accommodate individuals with disabilities by providing the necessary support at the workplace. 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 contact.human.resources@esa.int.

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, Latvia, Lithuania and Slovakia.