Job Description

Senior Executive Assistant - DG/Director Level (Reserve list)

Job Requisition ID: 20362

Date Posted: 9 March 2026

Closing Date: 6 April 2026 23:59 CET/CEST

Publication: Internal & External

Type of Appointment: Reserve List

Workplace:

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

Grade Band: G5 - G6

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 Senior Executive Assitant 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, Cologne, Darmstadt, Frascati, Harwell, Paris, Villanueva de la Cañada (Madrid)

Description

Provide high-level organisational and management assistance directly to a Director (or the Director General), operating at Directorate level.

Acting on behalf of the Agency, ensure that DG/Directorate-level management and decision-making processes are conducted efficiently, in full compliance with Agency rules, procedures and standards, safeguarding institutional integrity, reputational exposure and operational continuity.

Serve as a key enabler of Directorate leadership activities, ensuring structured coordination across internal high-level stakeholders and supporting the Director in interactions with Member States, national institutions, European bodies, international organisations and industrial partners.

Duties

The elements below highlight the types of responsibilities and tasks you may carry out in support of DG/Directorate-level activities. Specific duties will be defined depending on the final appointment.

Directorate-Level Coordination & Prioritisation

Act as principal administrative focal point for the Director’s office, ensuring effective coordination of all Directorate-level activities and priorities;
Plan and coordinate the Director’s agenda, commitments and missions, ensuring alignment with strategic priorities and optimal time management;
Maintain situational awareness of Directorate matters and ensure the Director is kept informed of priority issues, particularly during periods of absence;
Ensure the structured preparation, coordination and follow-up of high-level management meetings, safeguarding procedural integrity and traceability;
Oversee and validate the preparation and controlled circulation of high-sensitivity agendas, records, briefings, speeches, correspondence and presentations;
Exercise sound judgement in screening, prioritising and escalating complex or sensitive communications addressed to the Director.

Institutional Interface & Protocol

Interface, in an institutional capacity, with Member States delegations, national institutions, European and international organisations, industrial partners and senior internal stakeholders, ensuring professional, coherent and protocol-compliant representation of the Director’s office;
Ensure structured and regular administrative coordination with the office of the Director General’s Cabinet, facilitating coherent information exchange and alignment of high-level engagements;
Contribute to the organisation and coordination of high-level visits, VIP engagements, Directorate events, seminars and workshops, ensuring compliance with protocol and logistical requirements.

Secretariat Service Oversight

Coordinate and manage administrative support activities assigned to the Director’s office, ensuring consistency, quality standards and alignment of administrative practices across the Directorate;
Act as Technical Officer for Directorate-level administrative services where applicable, overseeing performance, ensuring service quality, procedural alignment and continuity of operations;
Coordinate the administrative support activities assigned to the various organisational units within the Directorate, ensuring consistency, quality standards and alignment of administrative practices across the Directorate;

Financial Oversight & Business Continuity

Ensure the integrity, confidentiality and audit readiness of Directorate documentation systems, including controlled access and secure information handling;
Ensure full compliance of administrative workflows with Agency financial, security and data protection regulations, contributing to internal control and risk mitigation;
Monitor and coordinate cross-Directorate actions and high-level commitments made by the Director, ensuring timely follow-up and structured reporting;
Oversee Directorate-level onboarding and offboarding processes in coordination with relevant services, ensuring continuity and compliance;
Monitor and validate Directorate-level administrative and meeting-related expenditures within delegated authority;
Anticipate organisational risks and ensure continuity of Directorate operations during periods of absence or peak workload;
Contribute proactively to the strategic organisation and efficient functioning 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

Vocational qualification (EQF level 5) in a relevant discipline supplemented by specialised studies in a relevant discipline is required for this post.

Additional requirements

At least 10 years of post-related relevant professional experience, including experience supporting senior management at Directorate level.
Demonstrated ability to operate autonomously in politically sensitive environments.
Proven application of protocol principles in interactions with national and international stakeholders.
High level of discretion and integrity in handling confidential information.
A strong knowledge of the Agency’s activities and institutional framework is considered essential.

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.

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.