Sr. Administrative Assistant

Location: Salt Lake City, United States of America

Thales people architect solutions that are relied upon to deliver operational advantage at every decisive moment throughout the mission. Defence and armed forces customers rely on us to deliver the full range of defensive systems for land, sea, and air. From early warning, to threat neutralisation, our platforms cover all levels from very short-range systems, to extended protection across the entire battle-space including Airspace Mobility Solutions, Vehicles and Tactical Systems and Missile Defence, Optronics, and Radar.

Sr Office Administrator

Salt Lake City, UT

Position Summary

Thales is looking for an Sr Office Administrator whose role provides executive and administrative support to the NAS business leaders for the Salt Lake site.  Under general supervision and acting on their own initiative performs advanced, diversified and confidential duties, screens calls, schedules appointments, maintains calendars, makes travel arrangements, responds to requests for information on a wide range of topics and prepares information (reports, presentations, correspondence, etc.) as requested.  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 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 organizations.

In this position, additional responsibilities include site HSE coordination and reporting, site security coordination, risk management coordination, business continuity management processing and facilities management activities. For specific functions (HSE, Security, Risk Management, Facility/Real estate, Business Continuity), this position also reports to these Thales North America (TNA) positions.  Additional responsibilities include executive administration activities such as, reporting consolidation (e.g. metrics, orders) coordination for offsite meetings, customer / meetings, meals etc.

Key Areas of Responsibility

• Provide executive-level support, including calendar management, travel coordination (domestic and international), expense reporting, and preparation of meeting materials. Assist with presentations, reports, and team communications, ensuring timely distribution and accuracy.
• Organize logistics for meetings, workshops, and corporate visits, including scheduling, catering, equipment setup, video conferencing, and follow-up on action items.
• Ensure OSHA compliance through training, monitoring, and reporting. Maintain safety procedures and implement environmental improvement practices in coordination with HSE leadership.
• Manage building security, badging systems, and visitor compliance with Government DFAR regulations. Coordinate with security monitoring services and ensure systems remain operational.
• Oversee building maintenance, layout planning, and space allocation. Manage offsite data storage and facilitate updates to Business Continuity Plans in collaboration with relevant stakeholders.
• Track personnel training, coordinate employee vacation calendars, and assist with IT setup for new hires. Support the sales pipeline by maintaining GCRM data and providing timely updates.

Minimum Requirements

• Bachelor's degree in a relevant field with 2+ years of related experience, or 6+ years supporting senior leadership in fast-paced environments. Proficient in Outlook and Microsoft Office Suite (Excel, Word, PowerPoint).
• Effectively prioritizes tasks, manages dynamic schedules, and prepares meetings, travel, and expense reports with attention to detail.
• Demonstrates clear, concise verbal and written communication, ensuring professionalism and correct grammar.
• Expert in MS Office and maintaining organized filing systems for efficient information retrieval.
• Works collaboratively, handles confidential information with discretion, and demonstrates integrity and accountability.
• Provides professional, customer-focused support with urgency and sound judgment, ensuring effective solutions to requests.

Preferred Qualifications

• Master’s degree in a relevant field of study.
• Experience working with general office equipment.
• Ability to speak an additional language (preferably French, Italian and/or German).
• Certified in OSHA standard compliance (OSHA 30 DOL card) – obtain certification where necessary.
• Schedule: Office hours are centered around a 9/80 alternative work schedule.
• Physical Environmen