Job Description

Location: Halifax, Canada

In fast changing markets, customers worldwide rely on Thales. Thales is a business where brilliant people from all over the world come together to share ideas and inspire each other. In aerospace, transportation, defence, security and space, our architects design innovative solutions that make our tomorrow\'s possible.

Administrative Assistant

Position Summary

The Administrative Assistant will be responsible for providing a wide range of administrative services to assist Program Manager(s) and project team in day-to-day running of programs. The Administrative Assistant shall ensure that all project deliverables are prepared, formatted, internally reviewed, and delivered to the customer in an effective and timely manner with highest quality.

Essential Functions / Key Areas of Responsibility

• Prepare and format reports and contract deliverables using in-house templates as well as customer provided templates;
• Coordinate and track project deliverables and outstanding actions to ensure timely delivery;
• Set-up internal document reviews in Microsoft Team Foundation Server (TFS) and closely track for completion;
• Monitor workflow process to ensure the document is reviewed, approved in a timely fashion and escalate Work Items (WI) of concern to the PM;
• Deliver documentation to the customer (via email or courier), pdf and file correspondence in TFS or IPESA;
• Follow company policies and processes and maintain all aspects of electronic filing systems including logging, retention, and disposal;
• Work with both internal and external tools such as TFS, SFTP, SharePoint, IPESA to manage activities and workflow issues (monthly reports, deliverables, etc.);
• Manage all aspects of incoming and outgoing correspondence in the project mailbox and respond to project team members\xe2\x80\x99 inquiries;
• Manage competing priorities while supporting several projects;
• Create SAP purchase requisitions as required;
• Work closely with cross functional teams such as Finance, Contracts & Legal, Procurement, and Quality on project requirements;
• Assist with on-boarding new team members to the project, processing PIN numbers in a timely manner;
• Assist in the preparation of letters, quotes, and proposals and provide formatting support on large bids as assigned;
• Support with any off-site event/meeting/training/team building by booking the venue, PR creation, facilitating payment and on-site administrative support;
• Perform other duties as assigned by the Project Managers and Administration Manager;
• Provide backup to other Administrative staff as required and cross-train as required;
• Provide backup reception support when required during team member\xe2\x80\x99s absence due to vacation, sick leave or other circumstances;
• Prepare for all aspects of in-house meetings, including coordination, record of discussion and action items tracking;
• Order catering, track details and assist with the setup/clean-up.

Minimum Requirements: Skills, Experience, Education, Technical/Specialized Knowledge, Certifications, Language

• Minimum 5 years of experience in a similar role
• Diploma in Office Administration or equivalent
• Strong organizational skills and ability to balance multiple priorities
• Advanced proficiency with Microsoft Word and knowledge of Excel and PowerPoint
• Attention to detail
• An interest in working in a fast-paced, demanding environment with a steep learning curve
• Ability to work independently
• Strong communication and interpersonal skills
• All applicants must be able to obtain a Canadian NATO Secret security clearance and meet the eligibility requirements outlined in the Canadian Controlled Goods Registration Program and ITAR Program

Physical Demands:

Office Work

Regulatory Compliance Requirements:

• Requires direct or indirect access to hardware, software, technology or technical data controlled under the Canadian Export Control List, the ITAR or the EAR
• Requires a positive Controlled Goods assessment as you will have direct access to hardware, software, technology or technical data controlled under the Canadian Controlled Goods Program
• Required to obtain and maintain a Security Clearance at the NATO Secret Level

Type of Role:

Hybrid (Home/Office) \xe2\x80\x93 flexibility to work from home; but expected to be in office as required to support the business.

Schedule:

40 hours per week

Physical Environment:

Office environment

Travel:

Minimal travel within Canada

#LI-TA1

Thales is an equal opportunity employer which values diversity and inclusivity in the workplace. Thales is committed to providing accommodations in all parts of the interview process. Applicants selected for an interview who require accommodation are asked to advise accordingly upon the invitation for an interview. We will work with you to meet your needs. All accommodation information provided will be treated as confidential and used only for the purpose of providing an accessible candidate experience.

This position requires direct or indirect access to hardware, software or technical information controlled under the Canadian Export Control List, the Canadian Controlled Goods Program, the Canadian Industrial Security Program, the US International Traffic in Arms Regulations (ITAR) and/or the US Export Administration Regulations (EAR). All applicants must be eligible or able to obtain authorization for such access including eligibility to the Canadian Controlled Goods Program and able to obtain a Canadian NATO Secret clearance.

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