Administrative Secretary

Closing Date

The closing date for applications is 3 February 2027.

Job description:

Serco is a leading Space Services Provider with thousands of skilled professionals and has supported over 50 space missions on behalf of more than 10 Space and Government agencies around the globe, including ESA and NASA. At ESA's European Astronaut Centre (EAC) in Germany, our teams have played a vital role in supporting human spaceflight missions and training projects. Through technical, operational and training services, we help ensure the smooth coordination and execution of astronaut training and mission preparations. With expertise in crew training, mission simulations and medical operations support, our work contributes to mission readiness and the success of European human spaceflight.

We are looking for an Administrative Secretary to join our team supporting the European Space Agency (ESA) at the European Astronaut Centre (EAC) in Cologne, Germany.

In this role, you will provide administrative and coordination support to ESA teams and management, helping to ensure the smooth running of day-to-day activities. You will support meeting and event organisation, travel arrangements, correspondence, documentation and records management, while coordinating with internal and external stakeholders.

The successful candidate is expected to start on 1 June 2027.

Responsibilities:

• Provide the handling of email inbox(s) and correspondence
• Coordinate with internal and external stakeholders for meeting scheduling and event organization
• Take the Minutes of Meetings, collect all meeting outputs, maintain and follow-up taken MOMs and actions
• Maintain Group/Team and meetings documentation in the related systems (e.g. on SharePoint, ECLIPSE)
• Manage the handling of missions, travel arrangements and related issues
• Provide administrative and coordination support to HRE management, including staff scheduling, conference planning, organisation charts, timesheet management, and leave planning and coordination
• Provide support for the ordering and maintenance of office supplies and merchandise supplies
• Provide the support to handling of site access, IT resources, office distribution and room booking
• Assist in the implementation and monitoring of small purchase orders
• Perform administrative duties to ensure smooth service operations, including managing schedules, documentation, and communications.
• Provide comprehensive document and administrative support, including preparation, editing, publication, registration, distribution and archiving of documentation, maintenance of document management systems, management communications and support to project reviews
• Maintain databases and records with a focus on accuracy and confidentiality

Profile:

• Bachelor’s degree or higher, with 10 years of experience
• Proven experience in administrative and secretarial roles, ideally within international or multinational organizations
• Sound knowledge of document management and filing systems
• Strong organizational skills and attention to detail
• Excellent communication and interpersonal skills
• Ability to manage multiple tasks and prioritize effectively
• High capacity to interact and communicate effectively with cross functional teams, from engineering, technical and business domains
• Sound and proven experience in providing a customer-oriented service
• Proficiency with Microsoft 365 Office Software (word, excel, PowerPoint) Knowledge of ITAR and EAR regulations 
• Proven experience of working with ESA internal procedure and corporate tools would be an advantage
• Candidates must be EU nationals

On offer

• Relocation allowance: including a one-way flight ticket, transportation from the airport to a temporary hotel and one month of paid accommodation while securing permanent housing
• Hybrid working model
• 50% subvention on Deutschland ticket
• Gym membership discount
• Participation in pension and health scheme
• 30 days of holiday

Relocation:

Serco GMBH offers relocation support for all EU passport holders that are planning to relocate to Germany and work for ESA.