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Administrative Assistant

5 months ago

Ottawa, Canada Thales Full time

Location: Ottawa 1 Chrysalis, 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.

For decades, Ottawa has been a global technology leader. Today, Canada’s capital holds one of the brightest and most diverse technological ecosystems in North America. Voted as Canada’s best place to live 2017 by Maclean's, Ottawa offers a low cost of living with a high quality of life. The Thales Ottawa office has been a major supplier and long-term trusted partner to DND, enabling the Canadian Armed Forces and the Canadian Coast Guard to achieve mission success.

**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 and also provide reception coverage, greeting visitors and distributing security badges. The Administrative Assistant positioned at Reception 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. _

**Key Responsibilities**
- Greet visitors, ensure they present valid photo identification, sign the Visitor’s Log, distribute appropriate security badge, and announce to relevant individual or department;
- Distribution of incoming mail;
- 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;
- 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, Aras 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’ 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;
- 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.

**Key Requirements**:

- 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

All applicants must be able to obtain a Canadian NATO Secret clearance and meet the eligibility requirements outlined in the Canadian Controlled Goods Registration Program and ITAR.

Thales is known for its commitment to employees, outlined in its human resources policy: Thales Together. Staffs enjoy a competitive salary and benefits package, as well as opportunities to develop professionally, and define their career paths.

Thales thanks all applicants for their interest, however, only those selected for an interview will be contacted.