Administrative Assistant

The Administrative Assistant will provide a wide range of administrative services to the Program Manager, West Coast Operations Manager, and project team for the MWAV program. Key responsibilities include coordinating and tracking project deliverables, managing document reviews and workflow, handling correspondence, creating purchase requisitions, processing invoices, and assisting with onboarding, event preparation, and facilities inquiries. The role ensures timely and high-quality delivery of project documentation while adhering to company policies.

Must Have

• Coordinate and track project deliverables and outstanding actions.
• Set-up internal document reviews in JIRA and track for completion.
• Monitor workflow process and escalate concerns to the PM.
• Deliver documentation to the customer and file correspondence.
• Follow company policies and maintain electronic filing systems.
• Work with internal and external tools (TFS, SFTP, SharePoint, JIRA, Isherwoods).
• Manage incoming and outgoing correspondence in the project mailbox.
• Create SAP purchase requisitions and process invoicing.
• Work closely with cross-functional teams (Finance, Contracts & Legal, Procurement, Quality).
• Assist with onboarding new team members.
• Assist in the preparation of letters, quotes, and proposals.
• Support off-site events/meetings/training/team building.
• Assist with facilities, HSE and security inquiries.
• Order office supplies and submit Purchase Requisitions (PRs) in SAP.
• Prepare for in-house meetings, including coordination and record keeping.
• Order catering and assist with setup/clean-up.
• Minimum 5 years of experience in a similar Admin role.
• Diploma in Office Administration or equivalent.
• Strong organizational skills and ability to balance multiple priorities.
• Advanced proficiency with Microsoft Word and knowledge of Excel and PowerPoint.
• Attention to detail.
• Ability to work independently.
• Strong communication and interpersonal skills.
• Ability to obtain a Canadian NATO Secret security clearance.
• Meet eligibility requirements for Canadian Controlled Goods Registration Program and ITAR Program.

Perks & Benefits

• Company paid Extended Health, Dental, HSA, Life, AD&D, Short-term Disability, Cancer Care Program, travel insurance, Employee Assistance Plan and Well-Being program.
• Retirement Savings Plans (RRSP, DCPP, TFSA) with a company contribution and a match to a DCPP, with no vesting period.
• Company paid holidays, vacation days, and paid sick leave.
• Voluntary Life, AD&D, Critical Illness, Long-Term Disability.
• Employee Discounts on home, auto, and gym membership.

Regulatory Compliance Requirements

All applicants must be able to obtain a Canadian NATO Secret security clearance and meet the eligibility requirements outlined in the Canadian Controlled Goods Registration Program and ITAR Program

Position Summary

The Administrative Assistant will be responsible for providing a wide range of administrative services to assist Program Manager, West Coast Operations Manager and project team in day-to-day running of the MWAV program. The Administrative Assistant shall ensure that all project deliverables are prepared, formatted, internally reviewed, and delivered to the customer in an effective and timely manner with highest quality.

Key Areas of Responsibility

• Coordinate and track project deliverables and outstanding actions to ensure timely delivery;
• Set-up internal document reviews in JIRA and closely track for completion;
• Monitor workflow process to ensure the document is reviewed, approved in a timely fashion and escalate Work Items (WI) of concern to the PM;
• Deliver documentation to the customer (via email or SFTP), pdf and file correspondence in TFS;
• Follow company policies and processes and maintain all aspects of electronic filing systems including logging, retention, and disposal;
• Work with both internal and external tools such as TFS, SFTP, SharePoint, JIRA, Isherwoods to manage activities and workflow issues (monthly reports, deliverables, etc.);
• Manage all aspects of incoming and outgoing correspondence in the project mailbox and respond to project team members’ inquiries;
• Manage competing priorities;
• Create SAP purchase requisitions as required;
• Process invoicing and work closely with the Procurement team and Ship Maintenance Leads to complete the process;
• Work closely with cross functional teams such as Finance, Contracts & Legal, Procurement, and Quality on project requirements;
• Work closely with the Halifax Administrative Assistant to monitor and manage MWAV specific administrative tasks as well as software tools;
• Assist with onboarding new team members to the project, processing PIN numbers in a timely manner;
• Assist in the preparation of letters, quotes, and proposals and provide formatting support on large bids as assigned;
• Support with any off-site event/meeting/training/team building by booking the venue, PR creation, facilitating payment and on-site administrative support;
• Assist with facilities, HSE and security inquiries and work closely with the West Coast Operations Manager to address those matters;
• Order office supplies through Facilities Assist portal, submit Purchase Requisitions (PRs) in SAP for approvals;
• Prepare for all aspects of in-house meetings, including coordination, record of discussion and action items tracking;
• Order catering, track details and assist with the setup/clean-up.
• Perform other duties as assigned by the Project Manager, West Coast Operations Manager, Admin Coastal Team Lead and Administration Manager;
• Provide backup to other Administrative staff and cross-train as required;.

Minimum Qualifications

• Minimum 5 years of experience in a similar Admin role
• Diploma in Office Administration or equivalent
• Strong organizational skills and ability to balance multiple priorities
• Advanced proficiency with Microsoft Word and knowledge of Excel and PowerPoint
• Attention to detail
• An interest in working in a fast-paced, demanding environment with a steep learning curve
• Ability to work independently
• Strong communication and interpersonal skills

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

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The reference Total Target Compensation(TTC) market range for this position, inclusive of annual base salary and the variable compensation target, is between

Total Target Cash (TTC) 46,903.85 - 75,521.65 CAD Annual

Thales provides an extensive benefits program for all full-time employees working 24 or more hours per week and their eligible dependents, including the following:

• Company paid Extended Health, Dental, HSA, Life, AD&D, Short-term Disability, Cancer Care Program, travel insurance, Employee Assistance Plan and Well-Being program.
• Retirement Savings Plans (RRSP, DCPP, TFSA) with a company contribution and a match to a DCPP, with no vesting period.
• Company paid holidays, vacation days, and paid sick leave.
• Voluntary Life, AD&D, Critical Illness, Long-Term Disability.
• Employee Discounts on home, auto, and gym membership.

Thales is an equal opportunity employer which values diversity and inclusivity in the workplace. Thales is committed to providing accommodations in all parts of the interview process. Applicants selected for an interview who require accommodation are asked to advise accordingly upon the invitation for an interview. We will work with you to meet your needs. All accommodation information provided will be treated as confidential and used only for the purpose of providing an accessible candidate experience.

This position requires direct or indirect access to hardware, software or technical information controlled under the Canadian Export Control List, the Canadian Controlled Goods Program, the Canadian Industrial Security Program, the US International Traffic in Arms Regulations (ITAR) and/or the US Export Administration Regulations (EAR). All applicants must be eligible or able to obtain authorization for such access including eligibility to the Canadian Controlled Goods Program and able to obtain a Canadian NATO Secret clearance.