Administrative Assistant - Onsite - Mill Bay

This onsite is essential not a hybrid role. This role is a full time, in-office role, 5 days per week.

Position Summary

The Administrative Assistant will be responsible for providing a wide range of administrative services to assist AJISS West Coast Operations Manager and Mill Bay AJISS project team in day-to-day running of AJISS program and also provide reception coverage, greeting visitors and contractors and distributing security badges.

Regulatory Compliance Requirements:

• Access to Trade Controlled Items
• Access to Controlled Goods
• Security Clearance: NATO Secret & Reliability Controlled Goods in Canada

Describe Specific need:

• Requires direct or indirect access to hardware, software, technology or technical data controlled under the Canadian Export Control List, the ITAR or the EAR
• Requires a positive Controlled Goods assessment as you will have direct access to hardware, software, technology or technical data controlled under the Canadian Controlled Goods Program
• Required to obtain and maintain a Security Clearance at the NATO Secret Level

Key Areas of Responsibility

• Greet visitors and contractors, ensure they present valid photo identification, sign the Visitor’s Log, distribute appropriate security badge, and announce to relevant individual;
• Distribution of incoming mail, post outbound mail and track courier deliveries;
• Order office supplies through Facilities Assist portal, submit Purchase Requisitions (PRs) in SAP for approvals;
• Prepare and format reports and contract deliverables as well as Statements of Work (SOW) using in-house templates as well as customer provided templates;
• Coordinate and track project deliverables and outstanding actions to ensure timely delivery;
• Set-up internal document reviews 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 courier), pdf and file correspondence;
• Process invoicing for the AJISS West Coast and work closely with the AJISS finance team and project coordinator in finalizing invoicing;
• Download reports in ERP to assist with the invoicing and maintain close collaboration with the Ship Maintenance Leads (SMLs) on the approvals;
• Follow company policies and processes and maintain all aspects of electronic filing systems including logging, retention, and disposal in the project mailbox;
• Work with both internal and external tools such as IPESA, TFS, SFTP, SharePoint to manage activities and workflow issues (monthly reports, SOWs, deliverables, etc.);
• Work closely with the Halifax Administrative Assistant to monitor and manage AJISS specific administrative tasks as well as software tools;
• Manage all aspects of incoming and outgoing correspondence in the project mailbox and respond to project team members’ inquiries;
• Work closely with cross functional teams such as Finance, Contracts & Legal, Procurement, and Quality on project requirements;
• Prepare for all aspects of in-house meetings, including coordination, taking and preparing minutes/record of discussion and action items tracking and submission to the customer;
• Order catering, track details and assist with the setup/clean-up;
• Create SAP purchase requisitions as required;
• Perform A/CSO duties as assigned by the primary A/CSO;
• Be part of the contacts’ list for emergency situations or alarm triggered events;
• Assist with facilities, HSE and security inquiries and work closely with the West Coast Operations Manager to address those matters;
• 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 in-house and off-site events/meetings/trainings/team building by booking the venue, PR creation, facilitating payment and on-site administrative support;
• Perform other duties as assigned by the West Coast Operations Manager, Administration Manager and Administrative Assistant Coastal Team Lead;
• Provide backup to other Administrative staff and cross-train as required.

Basic Qualifications

• Minimum 5 years of experience in a similar 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
• 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

Why Join Us?

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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

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.