Administrative Assistant

Location : Victoria - 905 Ellery, 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

Victoria- Onsite 5 days a week at 929 Ellery Street, Victoria, BC, V9A 4R9

Regulatory Compliance Requirements

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.

Position Summary

The Administrative Assistant will be responsible for providing a wide range of administrative services to assist Program Manager, West Coast Operations Manager and project team in day-to-day running of the MWAV program. 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.

Key Areas of Responsibility

• Coordinate and track project deliverables and outstanding actions to ensure timely delivery;
• Set-up internal document reviews in JIRA 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;
• Deliver documentation to the customer (via email or SFTP), pdf and file correspondence in TFS;
• 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, JIRA, Isherwoods 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;
• Create SAP purchase requisitions as required;
• Process invoicing and work closely with the Procurement team and Ship Maintenance Leads to complete the process;
• Work closely with cross functional teams such as Finance, Contracts & Legal, Procurement, and Quality on project requirements;
• Work closely with the Halifax Administrative Assistant to monitor and manage MWAV specific administrative tasks as well as software tools;
• Assist with onboarding 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;
• Assist with facilities, HSE and security inquiries and work closely with the West Coast Operations Manager to address those matters;
• Order office supplies through Facilities Assist portal, submit Purchase Requisitions (PRs) in SAP for approvals;
• 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.
• Perform other duties as assigned by the Project Manager, West Coast Operations Manager, Admin Coastal Team Lead and Administration Manager;
• Provide backup to other Administrative staff and cross‑train as required.

Minimum Qualifications

If you’re excited about working with Thales, but not meeting the requirements for this position, we encourage you to join our Talent Community!

Why Join Us?

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The reference Total Target Compensation(TTC) market range for this position, inclusive of annual base salary and the variable compensation target, is between Total Target Cash (TTC) 46,903.85 - 75,521.65 CAD Annual

Benefits

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.

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