At Thales, we know technology has the ability to make our world more secure, sustainable, and inclusive – and that it’s all driven by human intelligence.

Because it takes human intelligence to build and power the systems and solutions that people depend on every day. So we stay curious and make space for diverse points of view. We share what we know and we challenge what’s possible.

From manufacturing and engineering to cybersecurity and space, we’re driving progress in some of the world’s most important industries – and working together to build a future we can all trust.

The Executive Assistant will provide a range of executive level administrative and organisational support in an autonomous environment. This position will be supporting the Vice President - Land, reporting to the Chief of Staff - Land.

The role requires an individual who is motivated, forward thinking, confident and flexible - with the ability to remain calm under pressure in a very fast-paced environment. A proactive approach to problem solving and
finding solutions independently is required.

OUR BENEFITS:

• Competitive remuneration

• Fitness Passport Discount – Access to a network of Gyms across AUS

• Employee discounts with a number of affiliates (Travel, Car hire, Tech, Medical Insurance)

• Modernised Paid Parental Leave

• Veterans Leave

• Novated Lease options

• Free on-site parking & on-site canteen

• Personal & professional training development opportunities

KEY ACTIVITIES AND RESPONSIBILITIES
As a Executive Assistant, you are accountable for:

• Be the first point of contact for Exec with internal and external stakeholders
• Full autonomy of the VPs diary, to maximise the time focusing on the business priorities
• Influence, negotiate and manage conflicting demands in every aspect of the role
• Co-ordination of the organisation and preparation of meetings across multiple time zones, ensuring that all materials are provided. In some cases, taking ownership of the meeting, producing agendas, reports, catering, booking in and hosting visitors, booking rooms, attending and participating in meetings and taking minutes or actions
• Experience in the digital support tools is essential, extensive knowledge of Jabber, Teams, Workday, CWT, Promaster and other supporting platforms
• Organise, support and coordinate off-site events and VIP Visits
• Email and inbox management for the VP, including digital filing and email organisation
• Exemplarily cost savings in day to day work
• Continuously seek opportunities to embrace technologies which improve our ways of working and that drive efficiencies in the day to day activities and support smarter ways of working and stakeholder priorities
• Management of complex travel itineraries and visas where necessary and that all documentation and the relevant security processes are completed prior to travel.
• Produce PowerPoint presentations, documents, briefing papers, and proof reading as and when required. Collate information, produce and cascade reports
• Being competent in raising POs, requisitions and expense claims
  

KEY KNOWLEDGE AND EXPERIENCE
To be successful in your role, you will have demonstrated and/or acquired the following knowledge and experience:

• Significant experience supporting at c-suite level is required
• Excellent communication skills and relationship building (internal and external) is paramount to successful management and organisation of the diaries, agenda’s and internal and external events.
• Advanced skills in Microsoft Office suite
• Demonstrated time management skills and high attention to detail.
• Ability to adapt to new challenges quickly and efficiently.
• Demonstrated proactive approaches to problem-solving with strong decision-making capability
• Emotional maturity
• Highly resourceful team-player, with the ability to also be extremely effective independently
• Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response
• Demonstrated ability to achieve high performance goals and meet deadlines in a fast-paced environment
• Forward looking thinker, who actively seeks opportunities and proposes solutions

GOOD TO KNOW

You’ll get an email acknowledgement after you’ve applied, Thales strives to provide a personalised experience for all suitable applicants.

As a Defence security clearance is required for this role, applicants must be Australian citizens and eligible to obtain and maintain an appropriate clearance. To learn more about clearances please visit – http://www.defence.gov.au/AGSVA/. For more information on Thales visit us @ThalesCareers on Instagram

It’s easy to dismiss the perfect opportunity if you don’t see yourself as the perfect fit. If this role feels right – no matter your background or personal circumstances – please introduce yourself or join our community. We’re committed to supporting a diverse workplace, and that starts here.

We’re proud to be endorsed by WORK180 as an Employer for All Women, but we know there’s always more we can do. We’ll continue to foster industry partnerships, employee resource groups (ERGs) and development opportunities to make Thales a genuinely equitable employer, for everyone.

Read more about our WORK180 endorsement.