Directorate Management Executive Assistant

Executive Assistant - Directorate Management Level (Reserve list)

Job Requisition  Date Posted: 27 February 2026 Closing Date: 27 March 2026 23:59 CET/CEST Publication:
Internal & External Type of Appointment:
Reserve List Workplace:
Noordwijk, NL;
Frascati, IT;
Darmstadt, DE;
Bruxelles, BE;
Villanueva de la Cañada, ES;
Redu, BE;
Paris, FR;
Harwell, GB;
Porz-Wahn, DE Grade Band: G2 - G4

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 Executive Assistant – Directorate Management Level 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.

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.

Selected candidates 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, programme 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…