Executive Assistant - Directorate Management Level; Reserve list

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.

• 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 off‑boarding 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.

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

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

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

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.

ESA is an equal‑opportunity employer, committed to achieving diversity within the…