Thales Group Hiring for Administrative Assistant at Toronto, ON 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!

Thales Canada Defence and Security is looking to add an Administrative Assistant to their team in Toronto, ON. The incumbent will be responsible for providing a wide range of administrative services to assist the director and managers in the day-to-day running of programs and activities.

Key Responsibilities:
Assist in their day-to-day performance of functional and operational management tasks.

Organizes travel, arranges and schedules meetings, produces various reports and correspondence, maintains and coordinates proper approval levels and is responsible for providing day-to-day administrative support.

Foster 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, vacation requisitions, invoices, departmental policies, etc.

Working with Department expats.

Maintain all aspects of electronic filing systems including logging, retention and disposal

Prepare for all aspects of in-house meetings

Coordinate meetings and take minutes

Manage correspondence, subcontract deliverables and information from vendors and suppliers

Assist in the preparation of quotes and proposals

Manage social activities for the group, order catering, track details and assist with the setup/clean-up

Distribution of incoming mail, post outbound mail, and track courier deliveries

Required Qualifications:
Post-secondary education or equivalent

3+ years of related experience in office administration

Preferred Qualifications

Strong organizational skills and ability to balance multiple priorities

Computer skills: Windows (Excel, Word, PowerPoint), Visio, Microsoft Project

Self-starter, able to work under minimal supervision and under pressure

Excellent organizational skills

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.