Executive Assistant - Directorate Management Level (Reserve list)

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. 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. Duties include ensuring the compliant preparation, coordination and follow-up of management and decision-making meetings, providing secretariat support to committees, overseeing preparation of agendas, screening incoming communication, maintaining documentation systems, ensuring compliant workflows, interfacing with stakeholders, coordinating administrative support activities, managing actions and deadlines, onboarding and offboarding processes, and monitoring budgets. The role requires a high level of accuracy, attention to detail, and the ability to exercise sound judgement and discretion. A minimum of 4 years of relevant experience is required. Proficiency in Office software and ERP systems, and knowledge of administrative procedures are necessary. Education required is a secondary education qualification supplemented by specialized studies.