Thales Looking for Administrative Assistant at Toronto, Ontario, Canada Full Time

Thales people architect solutions that support 85 million mainline and suburban passenger journeys, worldwide, every day. Our Rail Signalling and Communication systems are used on metro lines across major cities, and 72,000 kms of route, 52,000 trains per day in 16 countries are controlled by our Traffic Management Systems. Together We deployed the first-ever nationwide ticketing system which processes over 50 million ticketing transactions in 100 cities daily.

Thales provides world-leading Communications-Based Train Control (CBTC) and interlocking for mass rail transit applications globally. The Centre of Competence for Urban Rail Signalling is located right before you at mid-town Toronto. As the largest office in Canada, we house a department for every step of the Software Development Lifecycle (SDLC)! This includes Software, Hardware, Systems Design, Verification & Validation, Operations, etc. The supporting corporate shared services teams in Finance, Human Resources and IT is also located at the office. Our office space was designed to provide a sustainable, healthy workplace that expresses TRSS’s brand while increasing collaboration. Features include Greenguard furniture, EnergyStar appliances, low-emitting adhesives, sealants, and sliding glass doors on internal offices provide daylight and views to the outside. Come join the big Transport family, here in Toronto!

We are looking for an Administrative Assistant to join our team in Toronto!

The successful candidate will provide administrative and individual support to Vice President and Director level roles.

This will start as a 12 month contract with high potential for long-term employment.

Key Responsibilities:

• Assists the Vice President and/or Director in their day-to-day performance of functional and operational management tasks
• Provides professional contact for all Executive levels
• Books meetings, reserves boardrooms, sets-up any equipment required for meetings and presentations
• Assists the Vice President and/or Director in the prioritization and follow-up of related actions
• Supports and expedites development, preparation and presentation of management reports
• Maintains proper approval levels to facilitate execution of internal processes and is responsible for providing day to day administrative support to the department
• Fosters efficient working relationships with internal and external stakeholders
• Arranges travel, accommodations, related details and confirmations
• Processes and verifies departmental paperwork such as expense reports, SAP requirements, pre-travel authorizations, invoices, departmental policies, etc.
• Reviews incoming and outgoing correspondence to ensure effective communication flow within the Department and other Departments
• Maintains and updates yearly schedules
• Maintains a system to track Departmental actions to ensure that information requested by the Vice President/Director is received and deadlines are met
• Ensures weekly meetings take place as required
• Orders and controls budget for office supplies
• Delivers excellent interpersonal, organizational and communication skills
• Balances priorities between multiple projects
• Assists in writing routine general correspondence as well as word processing of company documents, letters, reports, memorandums and minutes
• Processes incoming/outgoing mail, faxes and correspondence
• Provide guidance to other Administrative Assistants within the department
• Inputs Web information on the Company Intranet
• Performs ad-hoc assignments as required
• Other duties as directed

Required Skills and Experience:

• Proficient with SAP, etc.
• Good organizational skills, initiative and ability to work independently
• Accurate and efficient administration skills and attention to detail
• Excellent interpersonal and communication skills
• Ability to work with people at all levels in the organization
• Advanced computer skills: Windows (Excel, Word, PowerPoint, Visio, Microsoft Project)
• Self-starter able to work under minimal supervision and under pressure
• Pleasant and professional manner

Preferred Skills and Experience:

• Knowledge of Company Policies and Practices
• 5 to 7+ years of experience in as Admin Assistant
• Certification
• Post-secondary education or equivalent

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.