Vacancy in the Directorate of Internal Services.
ESA is an equal opportunity employer, committed to achieving diversity within the workforce and creating an inclusive working environment. We therefore welcome applications from all qualified candidates irrespective of gender, sexual orientation, ethnicity, beliefs, age, disability or other characteristics. Applications from women are encouraged.
This post is classified B5 - B6 on the Coordinated Organisations’ salary scale
Location
ESA Headquarters, Paris, France
Description
Executive Secretary to the Director of Internal Services.
Duties
You will be responsible for the Director’s secretariat. Specific duties include:
- providing the required administrative support to the Director and maintaining office operations and procedures;
- planning and coordinating the Director's commitments and meetings and interfacing with the members of the HIF Management Team, other directorates, delegations and external contacts;
- organising the Director’s missions, and keeping the Director informed of all issues of concern during periods of absence;
- dealing with correspondence and enquiries relevant to the Directorate, that is, summarising the information as appropriate and presenting related files and background documents to the Director, taking follow-up action, and drafting and controlling the content of the replies to correspondence and enquiries as necessary;
- drawing up the calendar and agenda for the Directorate management meetings, and maintaining the related minutes and action lists;
- providing the necessary logistics and IT support for the Director’s meetings;
- preparing background files for meetings and special studies;
- collecting, on personal initiative or further to instructions, information and documents necessary for the Director to take action on given issues;
- organising Directorate events, such as seminars and workshops;
- supervising the Director's secretariat, including the registration, digitisation, distribution and archiving of correspondence;
- managing the Director’s mailbox and related actions, including distributing the actions and/or drafting replies where appropriate.
Technical competencies
Behavioural competencies
Result Orientation
Operational Efficiency
Fostering Cooperation
Relationship Management
Continuous Improvement
Forward Thinking
Education
You should have First-cycle higher education (e.g. Bachelor) in a relevant domain.
Additional requirements
You should have undertaken training leading to a higher proficiency certificate as Executive Secretary. Previous experience in a senior administrative post is mandatory.
You should demonstrate the ability to:
- display exceptional professional discretion, tact, and respect confidentiality
- be well organised, methodical and have attention to detail, be able to work under pressure in a fast-paced environment, set priorities, use good judgement, and meet deadlines
- have excellent communication skills and effective writing skills, particularly in English
- display strong attention to detail, dedication to customer service, and a team approach
- resourcefulness and initiative in solving problems creatively
Other information
For behavioural competencies expected from ESA staff in general, please refer to the ESA Competency Framework.
For further information please visit: Professionals,What we offerand FAQ
The working languages of the Agency are English and French. A good knowledge of one of these is required.
Knowledge of another Member State language would be an asset.
The Agency may require applicants to undergo selection tests.
At the Agency we value diversity and we welcome people with disabilities. Whenever possible, we seek to accommodate individuals with disabilities by providing the necessary support at the workplace. The Human Resources Department can also provide assistance during the recruitment process. If you would like to discuss this further please contact us email contact.human.resources@esa.int
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Please note that applications are only considered from nationals of one of the following States: Austria, Belgium, the Czech Republic, Denmark, Estonia, Finland, France, Germany, Greece, Hungary, Ireland, Italy, Luxembourg, the Netherlands, Norway, Poland, Portugal, Romania, Spain, Sweden, Switzerland, the United Kingdom and Canada, Latvia, Lithuania and Slovenia.
According to the ESA Convention, the recruitment of staff must take into account an adequate distribution of posts among nationals of the ESA Member States*. When short-listing for an interview, priority will first be given to internal candidates and secondly to external candidates from under-represented or balanced Member States*.
(https://esamultimedia.esa.int/docs/careers/NationalityTargets.pdf)
In accordance with the European Space Agency’s security procedures and as part of the selection process, successful candidates will be required to undergo basic screening before appointment conducted by an external background screening service.
*Member States, Associate Members or Cooperating States.