Administrative Assistant - European Union Aviation Safety Agency (FGIII, Cologne)

About this position

The summary below is published by European Union Aviation Safety Agency on the official vacancy notice. Our own analysis — salary realism, comparable openings, career trajectory, language profile — follows further down the page.

Key responsibilities

According to the vacancy notice, the role centres on the following duties:

• Providing general administrative, technical and organisational support services
• Organisation of meetings and events, taking meeting minutes
• Preparation of documents and reliable customer service
• Encoding activities in appropriate IT tools
• Acting as liaison between customers and EASA internal units
• Supporting and implementing processes and workflows
• Contributing to smooth management of projects
• Supporting organisational planning, reporting and monitoring activities

Are you eligible?

Check these requirements from the notice before investing time in an application:

• Education: Post-secondary education attested by a diploma OR secondary education attested by a diploma giving access to post-secondary education
• Experience: At least 3 years of appropriate professional experience if holding secondary education diploma; recent professional experience in providing administrative support in at least one of: document and data management, financial procedures support, meetings management, correspondence handling, maintaining accurate administrative processes
• Languages: EU language (C1), EU language (B2), English (C1)
• Key skills: Conference & Meeting Management, EU and administrative regulations knowledge, EU institutional framework knowledge, Confident user of digital tools and office software, Ability to quickly learn and apply new technologies, Strong command of English drafting and editing, Contract & Supplier Management, Data Quality Management, Planning & Organising Skills, Quality Orientation
• Eligibility: National of a Member State of the European Union, Iceland, Liechtenstein, Norway or Switzerland; entitled to full rights as a citizen; fulfilled obligations imposed by applicable laws on military service; meet character requirements (police certificate confirming absence of criminal record); physically fit to perform duties

Selection process

The notice describes the following selection steps:

• Assessment of Professional Skills and Behavioural Competences
• English oral and written skills assessment
• Further language assessment may be organised where necessary
• Medical examination
• Police certificate verification

Contract and working arrangements

Contract duration: 3 years with possibility of extension.

Working arrangements: On-site in Cologne, Germany; flexible working arrangements; relocation required.

Hiring unit: EASA (European Union Aviation Safety Agency).

Position details

Reference

EASA/FGIII/2026/1029

Vacancy Notice

Download PDF

Last Verified

24 July 2026

Position overview

This is the official EU Careers listing for Administrative Assistant at EASA based in Cologne at the FGIII grade level (Contract Agent). The vacancy reference is EASA/FGIII/2026/1029. The role falls under the Support Staff domain.

Type of Selection:External

Contract Type:Contract agent

Deadline for application:28/07/2026 at 23:59 CEST

Experience Level:Professional

Approx. number of candidates on reserve list:25

Location:Cologne, Germany

Monthly gross compensation (€):3,374.39 - 4,319.71

## Who we are

EASA is the leading aviation authority in Europe. A career at EASA means contributing to our vision for an ever safer and greener civil aviation. As an EASA employee, you will be making a difference to the lives of about 500 million fellow Europeans: this is our shared purpose and it could be yours, too. From our headquarters in Cologne, Germany, you will work with top experts in a multicultural work environment.[Diversity and Inclusion](https://careers.easa.europa.eu/content/Diversity-and-Inclusion/?locale=en_GB "Diversity and Inclusion") are part of our DNA and innovation is at the heart of what we do. We ensure that aviation is safe in all phases: beginning with the certification of the aircraft to the rules for the air operation and crew. For more information about the Agency please consult our[website](https://www.easa.europa.eu/en/home) and take a look at our[organisation structure](https://www.easa.europa.eu/en/the-agency/agency-organisation-structure).Are you interested to contribute to our mission? Then see below what it takes to accomplish the role.

We are an equal opportunities employer, committed to diversity and non-discrimination. To further enhance the diversity of our workforce, we particularly encourage applications from female candidates.

## Job Overview

We are looking for organised and service-oriented Administrative Assistants who are committed to delivering high-quality support in a dynamic public administration environment.

Successful candidates will contribute to the smooth running of our organisational units by providing professional administrative and coordination support.

## General Accountabilities

* Providing general administrative, technical and organisational support services (e.g., organisation of meetings and events, taking meeting minutes, preparation of documents, providing reliable customer service by handling incoming requests in a timely manner, encoding activities in appropriate IT tools, acting as a liaison between customers and EASA internal units) * Supporting and implementing processes and workflows, and contributing to their development and improvement * Contributing to the smooth management of projects * Supporting the organisational planning, reporting and monitoring activities * Supporting financial processes (e.g. budget planning, monitoring and reporting, invoicing, financial documentation, contract management, reimbursements) * Assisting in drafting, editing and formatting of documents/reports * Managing incoming and outgoing communications with stakeholders and other partners and providing a reliable customer service * Monitoring and following-up of pending files with respect to deadlines * Managing data, and updating databases and document management systems * Coordinating document management activities and monitoring requests for action (receipt, processing, follow-up, and filing of documents, reports and correspondence, monitor deadlines, archiving, etc.) * Contributing to the development of IT systems and digitalisation of processes (e.g., collecting user specifications, performing testing, preparing instructions, training)

## Admission criteria

The following constitute eligibility and essential criteria for the role and for being admitted to the selection process. Candidates not fulfilling these criteria by the deadline for applications,will be excluded from the selection:

* Have a thorough knowledge of one of the languages of the European Union (at least level C1) and a satisfactory knowledge of another language of the EU to the extent necessary for the performance of the duties (at least level B2). One of the required languages shall be English[1] * Be a national of a Member State of the European Union, Iceland, Liechtenstein, Norway or Switzerland * Have a level of post-secondary education attested by a diploma before the closing date of this vacancy

OR

have a level of secondary education attested by a diploma giving access to post-secondary education, and appropriate professional experience of at least 3 (three) years, obtained by the closing date of this vacancy * Have recent professional experience in providing administrative support in at least one of the following areas: document and data management, financial procedures support, meetings management, correspondence handling and maintaining accurate administrative processes in accordance with organisational policies and procedures.

The following constitute advantageous criteria for the role. Candidates not fulfilling these criteria will not be excluded from the selection:

* Proven experience and/or knowledge in applying public sector rules and regulations (e.g., national public sector rules, but also EU Staff Regulations and EU Financial Rules) * Proven experience in dealing with internal and external stakeholders * Experience in coordinating and/or managing projects * Experience with a range of digital tools and systems for process management, financial flows and document management, such as SAP or similar ERP (Enterprise Resource Planning) tools, Concur, ARIS * Proven work experience in a multicultural environment

_[1] English oral and written skills will be assessed throughout the assessment phase. Further language assessment may be organised, where necessary, to verify compliance with the requirement to demonstrate knowledge of two EU languages._

## Selection criteria

The selection process is based on the assessment of the Professional Skills and Behavioural Competences listed below. While these are considered critical to perform the role effectively, candidates who do not meet all criteria may still be considered.

## Professional Skills

Conference & Meeting Management

EU and administrative regulations, EU institutional framework

Confident user of digital tools and office software, able to quickly learn and apply new technologies.

Strong command of English drafting and editing.

Contract & Supplier Management

Data Quality Management

Planning & Organising Skills

## Behavioural Competences

Quality Orientation

Flexibility & Change Adaptability

Communication

Teamwork

Stakeholder Orientation

## Mandatory Pre-Employment Requirements

Prior to recruitment, you will be requested to demonstrate that you:

* are entitled to the full rights as a citizen * have fulfilled any obligations imposed by the applicable laws on military service * meet the character requirements for the duties involved (you will be asked to provide a police certificate confirming the absence of any criminal record) * are physically fit to perform the duties linked to the post (you will be asked to undergo a medical examination in a centre indicated by EASA)

## Conditions of employment

Contract:3 years contract as Contract Agent 3 (a) with possibility of extension

Working hours:40 hrs per week (on a full-time working pattern).Flexible working arrangements

Salary:Grade upon recruitment based on years of work experience. Additional allowances depending on personal situation

Location:Cologne, Germany (relocation is required)

Salary at this grade

Basic monthly salary at FGIII runs from €3,476 (step 1) to €3,932 (top step), giving an annual range of roughly €41,712 to €47,184 before tax and allowances. Steps increase automatically every two years; the figures here are taken from the salary grid in the EU Staff Regulations.

Eligible staff posted away from their country of nationality also receive an expatriation allowance worth 16% of basic salary (around €556 per month at step 1 of FGIII) together with household, dependent-child, and education allowances where applicable. Take-home pay is then adjusted by the country correction coefficient for Cologne. For a worked example see our correction coefficients guide and the EU salaries overview.

Application timeline

This vacancy was first listed on 1 July 2026, 25 days ago.

The deadline is today, 28 July 2026. Applications submitted after the cut-off time set in the vacancy notice will not be considered.

Last verified against the EU Careers feed on 24 July 2026 (2 days ago).

Where to learn more

For full responsibilities, requirements, and career progression at FGIII see our FGIII grade page; for headcount, mission, and other open vacancies at EASA see the EASA institution page; for the cost of living, correction coefficient, and other postings in Cologne see our Cologne location page; for related vacancies in the Support Staff field browse our Support Staff domain page.

New to EU careers? Our beginner's guide walks through entry routes, EPSO competitions, and what to prepare. For application logistics see application tips and EPSO competitions.