Senior Executive Assistant - DG/Director 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 in multiple countries across Europe and collaborates with various international partners to advance space science and technology.

Job Overview:
The Senior Executive Assistant position is designed to provide high-level organizational and management assistance directly to a Director or the Director General at the Directorate level within ESA. This role is crucial in ensuring that management and decision-making processes at the Directorate level are conducted efficiently and in compliance with the agency's rules and standards. The successful candidate will act as a key enabler of Directorate leadership activities, facilitating structured coordination across internal high-level stakeholders and supporting the Director in interactions with Member States, national institutions, European bodies, international organizations, and industrial partners. The role requires a proactive approach to managing the Director's agenda, ensuring alignment with strategic priorities, and maintaining situational awareness of Directorate matters. The position is part of a Reserve list recruitment process, meaning that candidates will be pre-assessed and pre-approved for future vacancies, enhancing their chances of being fast-tracked for upcoming projects.

Duties and Responsibilities:
The duties and responsibilities of the Senior Executive Assistant include acting as the principal administrative focal point for the Director’s office, ensuring effective coordination of all Directorate-level activities and priorities. This involves planning and coordinating the Director’s agenda, commitments, and missions, maintaining situational awareness of Directorate matters, and ensuring the structured preparation and follow-up of high-level management meetings. The Assistant will oversee the preparation and controlled circulation of sensitive documents, exercise sound judgment in prioritizing communications, and interface with various stakeholders, ensuring professional representation of the Director’s office. Additionally, the role includes coordinating administrative support activities, ensuring compliance with financial and data protection regulations, and monitoring expenditures. The Assistant will also contribute to the strategic organization and efficient functioning of the Director’s office, ensuring continuity of operations during peak workloads or absences.

Required Qualifications:
Candidates must possess a vocational qualification (EQF level 5) in a relevant discipline, supplemented by specialized studies in a related field. A minimum of 10 years of relevant professional experience is required, including experience supporting senior management at the Directorate level. Candidates should demonstrate the ability to operate autonomously in politically sensitive environments and have a proven application of protocol principles in interactions with national and international stakeholders. A high level of discretion and integrity in handling confidential information is essential, along with a strong knowledge of the Agency’s activities and institutional framework.

Educational Background:
The educational background required for this position includes a vocational qualification at EQF level 5 in a relevant discipline. This should be supplemented by specialized studies in a related field, ensuring that candidates have the necessary theoretical knowledge and practical skills to perform effectively in the role.

Experience:
The position requires at least 10 years of post-related relevant professional experience. This experience should include significant exposure to supporting senior management at the Directorate level, demonstrating the ability to manage complex activities and operate effectively in high-pressure environments. Candidates should also have experience in administrative coordination and service supervision, which is critical for ensuring the smooth operation of the Director’s office.

Languages:
Proficiency in English and French is mandatory, as these are the working languages of the Agency. A good knowledge of one of these languages is required, while knowledge of another Member State language would be considered an asset, enhancing communication with diverse stakeholders.

Additional Notes:
This position is part of a Reserve list recruitment process, meaning that candidates will be pre-assessed and pre-approved for future vacancies. The Reserve list will remain active for a period of 24 months, during which candidates may be fast-tracked for positions in upcoming projects. The role is full-time, and candidates must be nationals of one of the specified Member States. The Agency is committed to diversity, equity, 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 include selection tests, and successful candidates will undergo basic screening before appointment.