Documentation Assistant [26041]

Company Description

HE Space is a successful international space company, specialised in providing managed services and human resources to the international space sector for over 40 years.
We hire space experts all over Europe across the whole spectrum of space-related activities, from engineering to science, software development, operations, marketing, finance and administration. Our employees contribute towards a wide range of groundbreaking space programmes including Galileo and Copernicus, ExoMars, Iris2, ESA BASS, ESA GSPT, LISA Pathfinder, Euclid, the Ariane and Vega launchers as well as the International Space Station.
HE Space has joined forces with CS Group and Sopra Steria to lead the engineering and digital space market in Europe and to provide highly skilled consulting.
We are passionate about people and invest in you to support the development of the European space industry. 

Job Description

As part of the team you will have the following responsibilities:

• Ensuring efficient archiving, preparing and coordinating internal validation workflows, registering of documents, managing incoming and outgoing correspondence, other administrative support and clerical tasks;
• Maintaining various databases, compiling requested input for various purposes i.e. preparing presentations, organizing team events/trainings, scheduling team meetings, taking minutes, booking rooms, inviting participants etc;
• Administrative support enabling EUSPA personnel to avail themselves of entitlements derived from or duties linked to the regulations and/or the Hosting Agreements in relation to EU bodies, national authorities, governmental bodies and local offices;
• Services might include communication with relevant parties, collection and submission of documents, maintenance of Databases and systems as well as providing guidance & trainings to EUSPA personnel;
• The candidate should be eligible for EU security clearance.

Qualifications

You will have the following qualifications and relevant experience:

• Completed secondary education; a vocational diploma or degree in administration, library/document management, records management, or a related field;
• 1–3 years of experience in administrative support, document handling and controlling, archiving, or workflow coordination.
• Experience in public administration, EU institutions, or international organizations is considered an asset.
• Strong command of document management systems (DMS): registering, archiving, indexing, and version control.
• Proficiency with MS Office (Word, Excel, PowerPoint, Outlook).
• Experience maintaining and updating databases, logs, and tracking tools.
• Familiarity with internal validation workflows, correspondence handling, and archiving rules.
• Fluency in English is mandatory; knowledge of another European language is an advantage.

Additional Information

This job is located in Prague, Czech Republic.

If you think you have what it takes for this job, please send your CV (in English and in Word or PDF) by clicking on the button “Apply for this job” quoting job CZ-HP-26041.

An exciting and dynamic international working environment awaits you!

Inclusive and committed employer, our company works every day to combat all forms of discrimination and promote a respectful working environment. That's why, committed to gender diversity and overall inclusivity, we encourage all applications and profiles.

Inclusive and committed employer, our company works every day to combat all forms of discrimination and promote a respectful working environment. That's why, committed to gender diversity and overall inclusivity, we encourage all applications and profiles. Last apply date: 23/03/2026!