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.
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.
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.
Essential Functions / Key Areas of Responsibility
Supports NAS VP with communication, coordination and other related activities as needed
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
Support sales operations. Attends sales pipeline meetings. Capture, update and maintain the sales portfolio in the group tool GCRM to ensure currency of the data and accurate reporting. Distribute GCRM data report to the team as needed.
Prepare all meeting and workshop logistics including conference room scheduling, catering, agenda creation, collection and distribution of meeting materials, room and communications equipment set up, and post meeting clean up. This includes coordination of video conferencing with other NAS locations in US and Europe.
Manage bookings and coordinate offsite meetings including hotel liaison and planning, meeting room facilities and food coordination.
Coordinate and arrange complex travel plans (domestic and international), creating itineraries and agendas. Includes assisting with travel plans/reservations/expenses as requested, calendar and meeting management/scheduling as required.
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.)
Planning, coordinating and supporting corporate visitors, customers, and students visiting for training, including accommodations and travel
Check in Visitors and ensure compliance with escort requirements (check US Citizenship / Green Card)
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)
Create and submit expense reports for executive management, 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 team to be prepared
Maintain office supplies for the facility including coffee and break room supplies
In partnership with Leaders, proactively update Function/Business Segment organizational charts and maintain files electronically when changes occur
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.)
Coordinate and arrange complex travel plans (domestic and international), creating itineraries and agendas. Responsibilities include assisting with travel plans/reservations/expenses as requested, calendar and meeting management/scheduling as required.
Planning, coordinating and supporting corporate visitors, customers, and students visiting for training, including accommodations and travel.
Maintain and track personnel training records
Coordinate vacation calendar for employees
HSE Responsibilities:
Responsible for OSHA compliance for the work force and ensuring necessary training is maintained (e.g. climbing training for installers)
Responsible for ensuring HSE and OSHA compliance for the facility, including routine monitoring or work areas for compliance and liaising with insurance and risk management. Reports to the TNA HSE director
Maintain safety procedures for emergencies such as building evacuation or Tornado warnings coordinating routine tests.
Complete OSHA reporting as required and maintain compliance for federal requirements for workers’ rights posted information
Responsible for implementing and managing environmental improvement practices in coordination with the Site Director and NORAM HSE Director
Site Security Responsibilities:
Responsible for building security liaising with the security monitoring company for any alerts and ensuring that security systems are maintained and operational. Reports to the Security Director.
Responsible for ensuring that all site security procedures, including the badging system, are in compliance with Government DFAR regulations
Check in all Visitors and ensure compliance with escort requirements (check US Citizenship / Green Card)
Facilities Management Responsibilities:
Supporting the Site Director to coordinate the update and reviews as necessary of the Business Continuity plans, reporting to the TNA Business Continuity Director.
Coordinate as necessary with managers for reporting worker’s compensation related injuries, liaising with the Risk Manager as necessary.
Responsible for overseeing building management and maintenance including building maintenance team, provided by the building management.
Responsible for coordination of building layout and space allocations coordinating building changes with the Thales Real Estate Management Director and the Site Director
Manage and track the offsite data storage (Iron Mountain) and review at least annually for items outside of records retention to purge where possible
Minimum Requirements:
Experience & Education
Bachelor’s degree in a relevant field of study with a minimum of 1 to 4+ years of related work experience or and equivalent combination of education and experience including a minimum of 6 to 8+ years of relevant work experience supporting senior leadership and/or executive staff members in a fast-paced technical environment
Proficient in Outlook, MS Office (Excel, Word, PowerPoint)
Certified in OSHA standard compliance (OSHA 30 DOL card) – obtain certification where necessary.
Skills
Organization & Time Management
Understands the Leader's priorities then properly prioritizes tasks in a dynamic environment with frequent interruptions and changing deadlines
Anticipate the Leader's needs and takes action before being asked or required to do so
Understands the underlying need for meeting requests and effectively manage the calendar to optimize the Leader's time
With attention to detail, and through anticipation, prepare and coordinate internal and external meetings, arranging all associated needs and build in space to allow for transition between meetings
Interprets and applies travel and expense policies in order to accurately makes travel arrangements and submit expense reports on behalf of the Leader
Serves as office planning liaison to facilities and IT ensuring readiness for new or relocated employees
Demonstrates expert knowledge of office policies and procedures
Delivers quality products on schedule
Communications
Communicates relevant information clearly and succinctly
Listens actively to understand others
Expresses ideas clearly and concisely both verbally and in writing
Able to clearly and accurately explain issues, policies, procedures and other pertinent information to appropriate audience in a timely and candid manner
Demonstrates correct use of grammar, spelling and punctuation in all produced documents
Proactively keeps his/her manager informed about progress and problems; avoids surprises
Technical Aptitude
Setup/maintain/update electronic and/or paper filing system so that information can be easily retrieved
Demonstrates expertise of MS Office and other necessary software tools need to perform responsibilities
Adaptability
Demonstrates an openness to changes in procedures and technology
Ability to proceed in ambiguous situations
Willingly takes on new tasks and seeks opportunities to help others during downtimes
Seeks feedback and recognizes the value of different approaches to identify appropriate solutions
Interpersonal
Respects the confidentiality of information or concerns shared by others
Respects and welcomes feedback and diversity of co-workers and clients
Has a sense of ownership/takes responsibility and follows through on tasks to ensure completion
Acts with integrity and discretion at all times
Listens and responds constructively to other team members ideas
Expresses disagreement constructively (e.g. by emphasizing points of agreement, suggesting alternatives that may be acceptable to the groups)
Promotes collaboration and cooperation amongst other departments
Customer Focused
Approachable, flexible and has the customer service mindset in order to support requests
Be the ambassador of the company and the Leader; projecting a professional and ambassadorial attitude
Responds with courtesy, clarity and accuracy to inquiries from clients and other departments
Has a strong sense of urgency about solving problems and getting work done
Asks clear and concise questions in order to obtain information to complete tasks and respond to requests
Applies due diligence and sound judgment when responding to requests and dealing with confidential information
Seeks to understand what is really being requested in order to provide an effective solution (not answer)
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)
Physical Demands
Typical Office Environment – Must be able to sit, stand and walk with occasional lifting required up to 25Lbs
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.
Successful applicant must comply with federal contractor vaccine mandate requirements.
Thales champions inclusion and we believe diversity strengthens the fabric of our culture. We are an equal opportunity/affirmative action employer. All qualified applicants will receive consideration for employment without regard to sex, gender identity, sexual orientation, 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.
