Secretary / Administrative Assistant

Deadline to apply: 17/02/2026

We are looking for a ​Secretary / Administrative Assistant​ to complete our consultants Workforce Management Service to support the European Space Agency (ESA) at their location in ​Harwell, United Kingdom​.  

Please note, the successful candidate will be employed by ATG Europe (or one of its subsidiaries). Furthermore, upon selection, they will be subject to a general security screening performed by an external provider (further information will be provided at the interview stage). 

ATG is dedicated to diversity and inclusion and is an equal opportunity employer. Regardless of race, color, religion, sex, sexual orientation, gender identity, national origin, age, or any other reason protected by relevant state or municipal legislation, we are pleased to consider all eligible candidates for employment. 

The successful candidate will be tasked with, but not limited to: 

• Support the Line Managers and teams in the preparation and follow up of administrative, organizational and contractual matters; 

• Plan/Coordinate the commitments and meetings, organise calendar and keep the Line Managers informed on all issues of concern;  

• Supervise the preparation of files for such meetings and any special subjects; 

• Answer incoming calls and perform a pre-screening of these calls for direct connection with the Line Managers or for reply at a later time; 

• Keep organized records of these calls and check closure and follow up; 

• Analyze incoming mail-paper and e-mail -and present these data in an organized and prioritized manner;  

• Ensure that important and urgent mail reaches staff to ensure timely responses; 

• Ensure the diffusion of information for the teams; 

• Prepare staff missions and travel arrangements; 

• Coordinate actions with other secretaries of the Department/ Division;  

• Administrative support coverage for other units when colleagues are on leave; 

• Compose routine correspondence and keep a filing system for incoming/outgoing mail;  

• Generate documents and textual and graphics presentations; 

• Check for correct authorization, substantiate documentation and adherence to Agency rules and practice (ref. leave, mission, conference, authorization with regards to Staff Rules and Regulations, as well as financial procedures); For the execution of the tasks, the contractor will be expected to use related ESA Corporate software tools and documentation systems; 

• Administer and maintain the office documentation systems; 

• Set up the folder structure, registration, filing and distribution of correspondence and other documentation processed; 

• Follow up of teams’ actions; 

• Collect information and documents necessary for the teams to take actions on given issues on personal initiative or on instructions; 

• Interface and provide support to teams on administrative matters related to use of the relevant systems; 

• Coordinate with Facility Management for local, on-site support (e.g. staff and contractors TUD/leaving/relocating); 

• Participate to organization of events. 

Requirements

Please ensure that your CV clearly explains how you meet the mandatory requirements. If it doesn’t align completely with the essential criteria, it could result in rejection. 

• Completed secondary education and professional training in administrative and/or clerical support; 

• At least 4 years of administrative assistant experience at executive level and in an international context; 

• Strong knowledge of Microsoft365 and Teams; 

• Knowledge of working methods in the space/telecommunications sector is an asset; 

• A good knowledge of the various ESA tools (i.a. MAS, ESA -P) is an asset; 

• It is important to note that this position requires a high level of confidentiality; 

• Candidates must be eligible to work in the UK; 

• Fluency in English, both spoken and written;

• Knowledge of another European language is considered an asset. 

Please submit your application in English via the apply button below. Applications submitted in other languages will not be considered. 

Early applications are encouraged as they allow for a smooth and efficient recruitment process. Please do not wait until the deadline to submit your application.