Administrative Assistant (New Grad)

Job title: Administrative Assistant (New Grad)

Job description: 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 (New Grad)

The Administrative Assistant will be responsible for ensuring data accuracy and consistency between the AJISS program data and the Royal Canadian Navy’s DRIMS data management system to assist the project team’s day-to-day running of programs. The Administrative Assistant shall ensure that all project deliverables are prepared, communicated, and delivered to the customer in an effective and timely manner with highest quality.

Essential Functions/Key Areas of Responsibility

• Manage all aspects of incoming and outgoing correspondence in DRIMS and respond to project team members’ inquiries;
• Transcribe Engineering, Maintenance and Scheduling data from multiple sources (Email, Excel, OmegaPS) into SAP and DRIMS
• Work closely with cross functional teams such as Coastal Engineering, and Ship Scheduling on project requirements;
• Prepare and format reports and contract deliverables using in-house templates as well as customer provided templates;
• 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 competing priorities while supporting several projects;
• Create SAP purchase requisitions as required;
• Assist with on-boarding new team members to the project, processing PIN numbers in a timely manner;
• 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;
• Prepare for all aspects of in-house meetings, including coordination, record of discussion and action items tracking.

Minimum Requirements

• Previous experience in a similar role would be considered an asset
• 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

Preferred Qualifications

• Experience working within an Engineering or Defense environment
• Experience with SAP or DRIMS

#LI-TA1

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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