Executive Assistant - Directorate Management Level (Reserve list)

Job Posting Organization:
The European Space Agency (ESA) is an intergovernmental organization dedicated to the exploration of space. Established in 1975, ESA has grown to include 22 member states and employs over 2,200 staff members. The agency's mission is to shape the development of Europe's space capability and ensure that investment in space continues to deliver benefits to the citizens of Europe and the world. ESA operates across multiple countries, with various establishments dedicated to different aspects of space exploration and technology development.

Job Overview:
The Executive Assistant position is designed to create a reserve pool of candidates who will support the Directorate Management Level within the European Space Agency. This role is crucial for ensuring the smooth operation of the Agency's administrative and management functions. The selected candidates will be responsible for providing high-level administrative, organizational, and management assistance to various departments, programs, or offices within the Agency. This includes ensuring compliance with Agency rules and procedures, facilitating effective decision-making processes, and maintaining operational continuity. The role requires a proactive approach to managing tasks and responsibilities, as well as the ability to work independently while adhering to established protocols and standards.

Duties and Responsibilities:
The duties and responsibilities of the Executive Assistant include, but are not limited to:

• Preparing, coordinating, and following up on management and decision-making meetings, ensuring procedural integrity and documentation quality.
• Providing secretariat support to committees, boards, and senior management, including the preparation and circulation of agendas, records, and presentations.
• Screening and prioritizing incoming communications, exercising judgment in escalation and institutional handling.
• Maintaining structured documentation systems, ensuring version control and audit readiness.
• Ensuring compliance with administrative workflows and contributing to internal control mechanisms.
• Interfacing with internal and external stakeholders, representing the Agency professionally.
• Managing administrative support activities and ensuring service quality.
• Tracking actions and deadlines within management structures, ensuring timely execution.
• Overseeing onboarding and offboarding processes, ensuring compliance and continuity. 1
• Monitoring budgets and logistical expenditures related to meetings. 1
• Identifying procedural risks and contributing to business continuity during peak workloads. 1
• Supporting the Director’s office in various administrative capacities.

Required Qualifications:
Candidates must possess a high level of accuracy and attention to detail, with the ability to work autonomously and exercise sound judgment when handling confidential information. Proven experience in applying protocol principles and maintaining professional conduct in interactions with stakeholders is essential. A solid understanding of the Agency's activities is considered an asset. Candidates should also demonstrate proficiency in office software and ERP systems, knowledge of administrative procedures, and experience in financial monitoring and administrative coordination.

Educational Background:
A secondary education qualification (EQF level 4) is required, supplemented by specialized studies in a relevant discipline. This educational background is essential to ensure that candidates have the foundational knowledge necessary for the administrative and organizational tasks associated with the role.

Experience:
A minimum of 10 years of relevant professional experience is required for this position. This experience should be post-related and demonstrate a strong background in administrative support, management assistance, and coordination within complex organizational environments.

Languages:
Candidates must be proficient in one of the official languages of the Agency. Knowledge of additional languages is considered beneficial, particularly those spoken within the member states of the Agency. This linguistic proficiency is crucial for effective communication and documentation within the diverse environment of the Agency.

Additional Notes:
This position is part of a reserve list recruitment process, meaning that candidates will be pre-assessed and may be fast-tracked for future vacancies within the Agency. The reserve list will be valid for 24 months, during which candidates may be contacted for relevant opportunities. The Agency is committed to diversity and inclusiveness, welcoming applications from all qualified candidates regardless of gender, sexual orientation, ethnicity, religious beliefs, age, disability, or other characteristics. The recruitment process may involve selection tests and background screening to ensure compliance with security" style="border-bottom: 1px dotted #007bff !important;">security procedures.