Administrative Assistant

Location: Toronto, 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.

Thales provides world-leading Communications-Based Train Control (CBTC) and interlocking for mass rail transit applications globally. The Centre of Competence for Urban Rail Signalling is located right before you at mid-town Toronto. As the largest office in Canada, we house a department for every step of the Software Development Lifecycle (SDLC)! This includes Software, Hardware, Systems Design, Verification & Validation, Operations, etc. The supporting corporate shared services teams in Finance, Human Resources and IT is also located at the office. Our office space was designed to provide a sustainable, healthy workplace that expresses TRSS’s brand while increasing collaboration. Features include Greenguard furniture, EnergyStar appliances, low-emitting adhesives, sealants, and sliding glass doors on internal offices provide daylight and views to the outside. Come join the big Transport family, here in Toronto!

To support the NORAM IS/IT organization in coordination of activities internally and with business stakeholders, and managing office administrative functions. This position contributes to Thales’s success by providing advanced, dedicated administrative support of complex nature to executives along with supporting the management of the Toronto Regional Office. The Administrative Assistant will handle confidential and non-routine information, exercise independent judgment and discretion in making decisions, carry out activities following general guidelines, demonstrate the ability to perform effectively with limited direction and will model and act in accordance with Thales guiding principles.

• Assist the Vice President in their day-to-day performance of functional and operational management tasks.
• Serve as a point of contact for the business unit or department. Answer questions, direct requests to appropriate partners and work with other partners effectively to exchange information.
• Proactively manage executive calendars with attention to accuracy, detail and allocation of time and resources to promote productivity and successful execution of executive and team goals and objectives.
• Recognize the need to reprioritize as appropriate if business initiatives change and act independently to realign executive priorities.
• Support and expedite development, preparation and presentation of management reports.
• Actively engage with executive’s direct report team to ensure alignment of priorities and open communication paths. May attend direct report team meetings as requested.
• Maintain proper approval levels to facilitate execution of internal processes and responsible for providing day-to-day administrative support to the department.
• Foster efficient working relationships with internal and external stakeholders.
• Arrange travel, accommodations, and related details and confirmations for IT staff.
• Process and verify departmental paperwork such as expense reports, SAP requirements, pre-travel authorizations, invoices, departmental policies, etc.
• Review incoming and outgoing correspondence to ensure effective communication flow within the Department and other Departments.
• Maintain and update yearly schedules.
• Maintain a system to track Departmental actions to ensure that information requested by the Vice President/Director is received and deadlines are met.
• Ensure weekly meetings take place as required.
• Order and control budget for office supplies.
• Field calls and respond to / redirect enquiries.
• Deliver excellent interpersonal, organizational and communication skills.
• Balance priorities between multiple projects.
• Assist in writing routine general correspondence as well as word processing of company documents, letters, reports, memorandums, minutes, etc.
• Process incoming/outgoing mail, faxes and correspondence.
• Provide guidance to other Administrative Assistants within the department.
• Keep IT web page up to date by reviewing regularly with cost center owners and make changes with Communications group.
• Perform ad-hoc assignments as required.
• Other duties as directed.

Essential Job Skills and Requirements:

• 5+ years of experience in a similar role
• Advanced computer literacy – Microsoft Office Suite, Visio, MS Project and video conferencing tools (Teams, Zoom, WebEx)
• Proficient with Company tools, such as SAP, etc.
• Good organizational skills, initiative and ability to work independently
• Accurate and efficient administration skills and attention to detail
• Excellent interpersonal and communication skills
• Ability to work with people at all levels in the organization
• Self-starter and able to work under minimal supervision and under pressure
• Excellent organizational skills
• Pleasant and professional manner

•  Post-secondary education or equivalent

• Occasional evening and weekend work to meet deadlines
• Sitting for extended periods of time
• Dexterity of hands and fingers to operate a computer keyboard or mouse, and to handle other computer components

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.

Alternatively, you can view other indigenous opportunities at https://aboriginaljobboard.ca/browse-jobs/