Overview
A Joint Venture between Thales (67%) and Leonardo (33%), Thales Alenia Space is a global space manufacturer delivering high-tech solutions for telecommunications, navigation, Earth Observation, environmental management, exploration, science and orbital infrastructures for more than 40 years. We work with governments, institutions, space agencies and operators to enable Space to Connect, Secure & Defend, Observe & Protect, Explore, Travel & Navigate. At Thales UK, we research, develop and supply technology and services that impact the lives of millions daily. We innovate across Aerospace, Defence, Security and Space. We offer flexibility to support diverse working patterns (part time hours, job sharing, home working, flex start/finish times) wherever possible to help you reach your ambitions.
Thales Alenia Space (TAS) Joint-venture (JV) is a key player in space activities, focusing on telecommunication, navigation, Earth Observation, radar, and orbital infrastructures for civil, military and institutional/commercial customers. TAS in the UK focuses on world-leading propulsion and defence space activities. We offer opportunities to learn and grow within the Thales Group, researching, developing and supplying technology and services that touch millions of lives every day to make life better and safer. We innovate across four major industries: Space, Aerospace, Defence and Security.
Your health and well-being matter to us and we offer flexibility to support work patterns that suit your lifestyle and ambitions.
Primary Role
Executive Assistant to CEO
Responsibilities
* Diary Management
* Trusted access to CEO data
* Support with scheduling and travel
* Expenses Management
* Purchase Order raising
Office Management duties in Harwell and Bristol offices and support to the TAS UK Leadership team for major projects, regular scheduled meetings and queries. Champion culture initiatives locally and maintain/improve administrative processes for the business.
Relationships
Reporting To: Functionally to Head of Sites and Security; Operationally to TAS UK CEO
Internal Relationships
* CEO
* Head of Operation and Competitiveness
* HR BP
* TAS-UK Strategic Leadership Team
* Head of Sites and Security
* Functional Managers including HR, Manufacturing, Engineering and line managers
* Company Employees
* TAS and Thales UK Executive Assistants
External Relationships
* Front of House and Facility Management Provider (MITIE)
* Harwell Campus Management
* Customers in support of CEO
Key Tasks
The successful candidate will become a key member of the Thales Alenia Space Team. The ideal person will be a proactive problem solver with exceptional communication skills and meticulous attention to detail, maintaining the highest levels of confidentiality.
Principal Accountabilities
Tasks include, but not solely limited to:
EA Support
* To comprehensively and insightfully manage the diary of CEO, coordinating internal and external meetings with due attention to individual preferences and specific requirements.
* Trusted to track activities through to completion, chasing politely with purpose, to ensure smooth running of the organisation.
* To book travel and accommodation logistics as required using Concur online booking tool, ensuring clear communication and timely confirmation of travel itineraries, including arranging visa applications where required, within TAS travel policy.
* To design, produce and collate quality documents in MS Office for review as needed, to provide effective support and assistance for ad hoc initiatives.
* To support CEO with expense claims and reconciliation with credit card statements in a timely manner.
* To deal with correspondence efficiently, drafting letters and emails as needed, and proactively handling administrative duties.
* To proactively identify ways in which the CEO can work more effectively, agreeing and implementing appropriate systems.
* Collaborate with other Executive Assistants in TAS and Thales and provide cover during absence.
* Key-holder responsibilities.
* Office management duties for Harwell office enabling smooth running and improving environment and culture, including developing stakeholder relationships (Mitie), Thales UK, HSE/Real Estate/Insurance.
* Super user and champion for company tools such as Concur, Tribelloo, Rewards and Recognition Portal, E Reception, delegate/editor access for CEO, Sagittarius initiatives, Teams channels.
* Support management meetings: managing agendas, documentation, minutes, and follow-up actions. Produce PowerPoint presentations when appropriate (e.g., monthly townhalls).
* Identify and support internal and external meetings, arrange meeting rooms/venue hire, ensuring attendance and alignment with business objectives.
* Manage and support committees such as People forum, events committee, Monthly Management and Company Performance Reviews.
* Manage and support local onboarding of new starters and local site induction pack.
* Promote peer networking across Thales and TAS.
* Keep Leadership team leave calendar updated.
* Manage the Admin Public drive and Teams/Viva Engage comms channels.
* Communicate updates and reminders of processes and alerts, maintaining awareness of documentation, processes and reporting to avoid single-points-of-failure.
* Support EA annual leave and ad hoc reasonable requests in support of CEO and team.
Leadership
* Define core services with stakeholders and establish efficient structures/practices to deliver these services.
* Maintain/improve department and office efficiency by challenging procedures and implementing improved processes.
* Identify and manage administration support for projects, ensuring the right skills are deployed and opportunities for team development.
Personal Development
* Ensure all ULearn responsibilities are completed within proposed timescales.
* Identify and undertake eLearning, attend lunch-and-learn and Thales learning modules to improve knowledge.
* Attend development and performance meetings and set objectives for the year in line with business deadlines.
Qualifications / Experience Required
* Advanced MS Office 365
* GCSE English, Science and Mathematics qualifications (or equivalent).
* Experience providing exceptional, confidential, and reliable Executive Assistant support.
* Excellent attention to detail and accuracy in written materials.
* Advanced proficiency in MS Office (Excel with formulas, merging/adapting spreadsheets, Word, PowerPoint).
* Proactive, with initiative, drive and problem-solving skills.
* Articulate with excellent communication skills and ability to adapt style for all stakeholders including leadership team members.
* Discreet, diplomatic and able to handle sensitive information in complete confidence.
* Strong relationship-building skills and ability to identify internal stakeholder needs.
* Experience leading teams, ideally in multi-site environments.
* Passion for continuous personal and professional development.
* Proven experience driving improvements.
* Excellent relationship management and communication skills with a drive for service excellence.
* Budget management exposure.
* Decisive and assertive.
* Proactive/ objective approach in an intellectually demanding environment.
* Adhere to and promote an inclusive working environment.
In line with Thales Baseline Security requirements, candidates will be asked to provide evidence of identity, eligibility to work in the UK and employment/education history for up to three years. Some vacancies may require full Security Clearance.
For details of evidence required to apply for Baseline and Security Clearance please refer to the Defence Business Services National Security Vetting (DBS NSV) Agency.
Thales UK is committed to providing an inclusive and barrier-free recruitment process. We provide reasonable adjustments to ensure neuro-diverse applicants or those with a disability can be their best during recruitment. To request an adjustment or for questions about the process, contact Resourcing Ops for mid to senior roles, or the Early Careers Team for graduate/apprentice roles.
Great journeys start here, apply now!
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