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Administrative Assistant

Job ID: R0104394 Location: Halifax, Nova Scotia, Canada
Full time, Regular Employment
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.

Job Purpose:

Thales Halifax office is looking to add an Administrative Assistant to their team! The Administrative Assistant will be responsible for providing switchboard, reception and administrative services for the Halifax team. 

Key Job Functions:

  •          Type and format correspondence, reports and contract deliverables
  •          Coordinate and track project deliverables and outstanding actions
  •          Maintain all aspects of electronic filing systems including logging, retention and disposal
  •          Prepare for all aspects of in-house meetings
  •          Attend meetings, take and prepare minutes (Record of Discussion), and track action items
  •          Order catering, track details and assist with the setup/clean-up
  •          Perform A/CSO duties as assigned by the primary A/CSO
  •          Be part of the contacts’ list for emergency situations or alarm triggered events
  •          Answer incoming telephone calls in a professional and efficient manner and route them as appropriate
  •          Greet visitors, ensure they present valid photo identification, sign the Visitor’s Log, distribute appropriate security badge, and announce to relevant individual
  •          Distribution of incoming mail, post outbound mail, and track courier deliveries
  •          Assist when required with travel coordination for all site employees
  •          Order the office supplies through Hamster, submit Purchase Requisition (PR) in SAP for approvals
  •          Work with Administrative Assistant team members with the typing and formatting of correspondence, reports and contract deliverables and assist when required

Key Skill Requirements:

  • The successful candidate must be able to obtain a security clearance to the NATO Secret level and meet the eligibility requirements outlined in the Canadian Controlled Goods Registration Program.
  • 5+ years of experience in a similar role
  • Primary Education background and complementary training/experience
  • Diploma in Office Administration is an asset
  • Strong organizational skills and ability to balance multiple priorities
  • Proficiency in MS Word and Outlook is a must
  • Minutes of meeting experience is required
  • We hire for attitude! Positive applicants only!

At Thales we provide CAREERS and not only jobs. With Thales employing 80,000 employees in 68 countries our mobility policy enables thousands of employees each year to develop their careers at home and abroad, in their existing areas of expertise or by branching out into new fields. Together we believe that embracing flexibility is a smarter way of working. Great journeys start here, apply now!


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About our location

Halifax, Canada

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