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.

Administrative Assistant

Position Summary

Ottawa, Ontario (On Site)

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 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 Areas of Responsibility

• Assist in the preparation of letters, quotes, and proposals and provide formatting support on large bids as assigned; Deliver documentation to the customer (via email or courier), pdf and file correspondence in TFS;

• Greet visitors, ensure they present valid photo identification, sign the Visitor’s Log, distribute appropriate security badge, and announce to relevant individual or department; Prepare for all aspects of in-house or off-site meetings, including coordination, record of discussion and action items tracking;

• Work closely with cross functional teams such as Finance, Contracts & Legal, Procurement, and Quality on project requirements; Coordinate and track project deliverables, Assist with on-boarding new team members to the project, processing PIN numbers in a timely manner;

• Fully leverage both internal and external tools such as TFS, JIRA, SFTP, SharePoint, Aras to manage activities and workflow issues (monthly reports, deliverables, etc.); Create SAP purchase requisitions as required; Manage correspondence in the project mailbox,  monitor workflow process to ensure the document is reviewed, approved in a timely fashion and escalate Work Items (WI) of concern to the PM;

Minimum Qualifications

• Minimum 2 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

Special Position Requirements

• Office work on site.

What We Offer

• Thales provides an extensive benefits program for all full-time employees working 24 or more hours per week and their eligible dependents, including the following:
• Company paid Extended Health, Dental, HSA, Life, AD&D, Short-term Disability, Cancer Care Program, travel insurance, Employee Assistance Plan and Well-Being program.
• Retirement Savings Plans (RRSP, DCPP, TFSA) with a company contribution and a match to a DCPP, with no vesting period.
• Company paid holidays, vacation days, and paid sick leave.
• Voluntary Life, AD&D, Critical Illness, Long-Term Disability.
• Employee Discounts on home, auto, and gym membership.

Why Join Us?

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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.