Executive Assistant

Location: Irvine, United States of America

Thales people architect solutions that enable two-thirds of planes to take off and land safely. We create in-flight entertainment systems that engross 50 million fliers every year and we develop the avionics that control the world’s largest commercial aircrafts. Our simulators train the next generation of pilots for fighter jets, transporters and search and rescue helicopters. And, together, each and every member of our aerospace team makes a difference.

Executive Assistant

Irvine, California, USA (Hybrid)

Position Summary

Thales is seeking an Executive Assistant in Irvine, California. In this role you will provide executive and administrative support to Executive Committee (ExCom) members. Under general supervision and acting on own initiative performs advanced, diversified and confidential duties, responds to requests for information on a wide range of topics and prepares information (reports, presentations, correspondence, etc.) as requested, schedules appointments, maintains calendars, makes travel arrangements. Work requires some analysis, creativity and independent judgement. Assignments may involve work of a confidential or complex nature, which require discretion, tact and diplomacy as well as practical knowledge of practices and procedures of the function(s) supporting and knowledge of corporate policy. Due to the visibility of the position, the individual needs to work well with all levels of company staff, as well as executives and support in customer and partner organization

Key Areas of Responsibility

• Provide support to assigned executive leadership to create and/or edit presentations, reports, spreadsheets, letters and other communications as needed (e.g. KPIs and dashboard/reports for business or operational review and EXCOM meetings, Region, Global Business Unit and Group reporting)

• Prepare all meeting and workshop logistics for assigned executive leadership including video conference, conference room scheduling, catering, agenda creation, collection and distribution of meeting materials, room set up and clean up

• Provide administrative support and coordination to assigned executive leadership

• Attend meetings and workshops, as requested, providing support as needed (e.g. meeting notes, follow up on action item list to ensure completion within timeframe, proactively address any logistics issues, etc.)

• Actively participate in planning and coordinating corporate visitors and customers

• Promotes collaboration and cooperation among Assistants within other departments (e.g. serves as back-up to other Assistants during vacations or other absences, provide support to complete projects, etc.)

Minimum Qualifications

• High school diploma or GED equivalent with a minimum of 6-8 years’ experience assisting at the senior leadership level in a fast-paced environment or Bachelor’s degree with minimum 1-2 years’ of related experience

• Proficient in Outlook, MS Office (Excel, Word, PowerPoint) and working knowledge of other general office equipment

• Experience with travel scheduling and expense tools

• Strong attention to detail, time management, and organizational skills with a keen sense of urgency about solving problems and seeing work through completion

• Excellent written and verbal communication skills with the ability to express ideas clearly and concisely with different levels within the organization

• Demonstrated business acumen to understand Leader’s priorities in order to properly arrange tasks in a dynamic environment with frequent interruptions and changing deadlines

Special Position Requirements

• Schedule: Day shift, Monday through Friday; May require overtime after business hours or on weekends.

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This position will require successfully completing a post-offer background check. Qualified candidates with [a] criminal history will be considered and are not automatically disqualified, consistent with federal law, state law, and local ordinances.

We are an equal opportunity employer, including disability and veteran status. All qualified applicants will receive consideration for employment without regard to sex, race, color, religion, national origin, disability, protected Veteran status, age, or any other characteristic protected by law.

If you need an accommodation or assistance in order to apply for a position with Thales, please contact us at talentacquisition@us.thalesgroup.com.

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