Executive Assistant

Position Summary

Thales is seeking an Executive Assistant in Orlando, Florida. In this role, you will provide executive and administrative support to Executive Committee (ExCom) members. Your support assignment, under general supervision and acting on your own initiative, will include advanced, diversified and confidential duties, responding to requests for information on a wide range of topics and preparing information (reports, presentations, correspondence, etc.) as requested, scheduling appointments, maintaining calendars, and making travel arrangements. The 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, you will need to work well with all levels of company staff, as well as executives and support in customer and partner organizations.

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
• Calendar management of active calendars, which involves resolving multiple conflicts (calendar management may include management of some personal appointments that may conflict with business related meetings)
• Coordinate and arrange complex travel plans (domestic and international), creating itineraries and agendas
• Create and submit expense reports, as well as monitor reports submitted by the Executive’s Direct Reports and notify the Executive of any concerns related to compliance with Company Expense policies
• Proactively compile any materials for upcoming meetings in order for assigned executive leadership to be prepared
• Actively participate in planning and coordinating corporate visitors and customers

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 3-5 years’ of related experience, or Associates degree with 4-6 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

• Applicants must be legally authorized to work in the United States for any employer at the time of hire.
• This position is not eligible for visa sponsorship or for assuming sponsorship of an employment visa now or in the future.
• 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.