Administrative Assistant Project Coordinator

Location: Austin, United States of America

Thales people architect identity management and data protection solutions at the heart of digital security. Business and governments rely on us to bring trust to the billons of digital interactions they have with people. Our technologies and services help banks exchange funds, people cross borders, energy become smarter and much more. More than 30,000 organizations already rely on us to verify the identities of people and things, grant access to digital services, analyze vast quantities of information and encrypt data to make the connected world more secure.

Position Summary

Austin, Texas, USA (Onsite)

As a Project Coordinator at Thales, you will play a key role in assisting our Projects and Services team – working on projects from start to finish. You’ll work closely with clients and internal teams to ensure each project is executed smoothly and on schedule.

Your responsibilities will include coordinating schedules, creating or editing documents, monitoring project progress, ensuring all necessary resources are available and prepared for timely completion.

This person will report to the Projects and Services Administration Team Manager and ensure a project remains timely and efficient throughout its duration, consolidating and streamlining communication, and keeping each project supplied with the necessary equipment for customers via Sales Orders.

Key Areas of Responsibility

• Enter regular volume of Sales Orders and track status to monitor through delivery.

• Ability to manage multiple projects simultaneously.

• Liaise with a small group of Leadership roles to understand group priorities and facilitate needs appropriately – learn to anticipate needs, properly prioritize tasks, and adapt to changing deadlines.

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

• Provide administrative support and coordination to the team on projects and programs as assigned, including support to create and/or edit presentations, reports, spreadsheets, letters and other communications as needed.

• Management of calendars which may involve resolving multiple conflicts.

• Provide administrative support and coordination to assigned leaders.

• Proactively compile any materials for upcoming meetings for the team to be prepared.

• Support common project events – customer onsite meetings or outings, etc.

• Aid additional common tasks like time tracking and expense reports.

• Assist with some on-site office functions that may include: catering, meeting setup, visitor assistance, printing, AV coordination, etc.

• Setup/maintain/update electronic and/or paper filing system so that information can be easily retrieved.

Minimum Qualifications

• Bachelor’s degree in a relevant field of study with a minimum of 2 years of related work experience or and equivalent combination of education and experience.

• Strong organization skills and attention to details in a fact pace environment.

• Ability to keep projects on schedule and help teams effectively meet deadlines. Demonstrable experience managing complex calendars.

• Ability to take decisive actions and proceed in ambiguous situations.

• Ability to partner and collaborate with team members.

• Proficient in Outlook, MS Office (Excel, Word, PowerPoint).

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

Special Position Requirements

Travel: Some controlled/planned travel for this role as the Project Coordinator should visit customers and working sites to better understand general project activities. May also be required, at the direction of the team manager, to assist or lead project or team events. Expected travel would be 10% or less.

Why Join Us?

Say HI and learn more about working at Thales click here.

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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.

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