Address
Form of workJob Description
Department: CCUS_1USA_DIS-Off BL : CCUS_1USA_DIS-Off BL Job Category: HSE / Real Estate / Security / Personal Assistance Job Code: Administrative Assistant:POS0038513 Job Title: Administrative Assistant Keywords: Number of Positions: 1 Remaining Positions: 1 Duties:
This is a maternity leave coverage for 4 months (no extension or conversion)
Onsite Monday to Friday: 8:30am to 5:30pm in Austin office
- Must be able to manage VP calendars, schedule meetings and understand global time zones.
- Book domestic and international travel that is often complex (Cytric).
- Process expense reports with knowledge of global currencies (Oracle).
- Have strong communication skills and ability to respond to emails on behalf of VP.
- As requested, attend virtual meetings hosted by VP.
- Issue meeting invites, order catering, have experience overseeing/facilitating meetings on and off site. Specifically, organize Quarterly Business Reviews and annual Sales Kick Off meetings as requested.
- Provide internet research on specific projects.
- Edit and consolidate status reports from direct reports to VP.
- Cross train with other admins. to ensure seamless office coverage every day.
- Support general population with copying, federal express, admin. tasks, providing VP assignments are complete.
- Participate in front office rotation with the admin. team as scheduled by Office Manager.
- As an admin. team member, ensure office environment is maintained in a professional, non-cluttered manner.
- Clean up coffee station daily
MUST HAVES:
- 3 to 5 years of experience in admin assistant experience supporting VPs
- MS Office Skills (Teams meetings, Outlook, Power Point, Excel)
NICE to HAVES:
- Oracle for expense entries
- Cytric for travel booking
- Workday
Bachelor
Languages: English Read Write Speak Attachments: Thales CW Hiring Brief - Admin Assistant.docx Skills and Experience Skills: Required- ADMIN ASSISTANT
Requisition Custom Fields Project Name: Direct or Indirect?: Indirect Shift: Standard Office Hours Contingent Worker Type: Contingent Line of Business: Thales Client USA, Inc. Is DOT clearance required?: No Worker Type: Staffing-Recruited Remote Worker: No Supervisory Org: Supervisory Organization Client - Cloud Protection & Licensing - CPL_G&A - Exec Support Min. Pay Rate: Max. Pay Rate: Does this position require clearance?: No Please select the one most applicable: N/A Does this position require Controlled Goods?: No Does this position require Trade Compliance access?: No
Attachment:
REQUEST INFORMATION Workday Requisition # R0215953 Administrative Assistant (Open) Briefing Date 12/05/2023 Magnit VMS Requisition # Previous Incumbent (if any) N/A Names of Referrals Identified (if any) N/A Ideal Start Date 6/12/2023 Additional Delegates
(if any) N/A Expected End Date 11/30/2023 Upcoming HM Out of Office : No Potential to Extend No Reason for Search LOA Coverage Potential to Convert No Reason Detail Mat Leave Expected Date to Start Interviewing ASAP (5 admins report to Joletta, and she is an EA to Sebastian Keno, POSITION DETAILS Number of Positions 1 Open to Work from Home/Hybrid? (If yes, list schedule) No Advertised Job Title Admin Assistant Internet connection required if WFH? No Thales Job Title Admin Assistant Time Zone Restrictions N/A Thales Job Category HSE, REAL ESTATE, SECURITY, PERSONAL ASSISTANCE, MEDICAL WELFARE Hours Per Week 40 Thales Job Code POS0038513 OT Required? No Client Location Austin, TX Shift Schedule (include any On-Call requirements) 8:30 to 5:30pm Work Location
(if different) Austin, TX Is Travel Required? No If so, how often and where? (*Explain FTE conversion process at a high level.)
DUTIES, SKILLS, AND EDUCATION Primary Duties & Responsibilities
Preferred : something you would like candidates to have, or something that can be learned, and you are willing to teach. See above SUCCESS IN THE ROLE Describe a typical day / week / month. - How is Success Defined & Measured?
What are the Key Performance Indicators?
Top 3 Challenges of the Role? - CANDIDATE VALUE PROPOSITION Why Would a Candidate Want THIS Job? - What's Your Management Style?
Why Would Someone Want to Work for YOU ? - What is the Team Culture Like? - Are there Opportunities to Develop?
Leadership Opportunities?
Growth/Career Progression? - POTENTIAL FOR FLEXIBLE WORKING ACCOMMODATIONS Part Time Work No Alternate Background / Industries No Flexible Schedule No New Graduates No Job Sharing No Junior Candidates No
POSITION FINANCIAL DETAILS Line of Business Thales Client CPL USA, Inc. Any Flexibility in Rates? No Cost Center CCUS_1USA_DIS-Off BL Comparable FTE FLSA Classification Non-Exempt Salary Range (Low End) - Sponsorship Available?
(if any) N/A Expected End Date 11/30/2023 Upcoming HM Out of Office : No Potential to Extend No Reason for Search LOA Coverage Potential to Convert No Reason Detail Mat Leave Expected Date to Start Interviewing ASAP (5 admins report to Joletta, and she is an EA to Sebastian Keno, POSITION DETAILS Number of Positions 1 Open to Work from Home/Hybrid? (If yes, list schedule) No Advertised Job Title Admin Assistant Internet connection required if WFH? No Thales Job Title Admin Assistant Time Zone Restrictions N/A Thales Job Category HSE, REAL ESTATE, SECURITY, PERSONAL ASSISTANCE, MEDICAL WELFARE Hours Per Week 40 Thales Job Code POS0038513 OT Required? No Client Location Austin, TX Shift Schedule (include any On-Call requirements) 8:30 to 5:30pm Work Location
(if different) Austin, TX Is Travel Required? No If so, how often and where? (*Explain FTE conversion process at a high level.)
DUTIES, SKILLS, AND EDUCATION Primary Duties & Responsibilities
- Must be able to manage VP calendars, schedule meetings and understand global time zones.
- Book domestic and international travel that is often complex.
- Process expense reports with knowledge of global currencies.
- Have strong communication skills and ability to respond to emails on behalf of VP.
- As requested, attend virtual meetings hosted by VP.
- Issue meeting invites, order catering, have experience overseeing/facilitating meetings on and off site. Specifically, organize Quarterly Business Reviews and annual Sales Kick Off meetings as requested.
- Provide internet research on specific projects.
- Edit and consolidate status reports from direct reports to VP.
- Cross train with other admins. to ensure seamless office coverage every day.
- Support general population with copying, federal express, admin. tasks, providing VP assignments are complete.
- Participate in front office rotation with the admin. team as scheduled by Office Manager.
- As an admin. team member, ensure office environment is maintained in a professional, non-cluttered manner.
Preferred : something you would like candidates to have, or something that can be learned, and you are willing to teach. See above SUCCESS IN THE ROLE Describe a typical day / week / month. - How is Success Defined & Measured?
What are the Key Performance Indicators?
Top 3 Challenges of the Role? - CANDIDATE VALUE PROPOSITION Why Would a Candidate Want THIS Job? - What's Your Management Style?
Why Would Someone Want to Work for YOU ? - What is the Team Culture Like? - Are there Opportunities to Develop?
Leadership Opportunities?
Growth/Career Progression? - POTENTIAL FOR FLEXIBLE WORKING ACCOMMODATIONS Part Time Work No Alternate Background / Industries No Flexible Schedule No New Graduates No Job Sharing No Junior Candidates No
POSITION FINANCIAL DETAILS Line of Business Thales Client CPL USA, Inc. Any Flexibility in Rates? No Cost Center CCUS_1USA_DIS-Off BL Comparable FTE FLSA Classification Non-Exempt Salary Range (Low End) - Sponsorship Available?
