Administrative Assistant

2 weeks ago

Halifax, Canada Thales Full time

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;
- 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’ 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’s 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) - 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

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