IS/IT Executive Assistant

Irvine, CA, United States Full Time Posted 28 days ago
Main Location
United States
Open jobs
Location: Irvine, United States of America

In fast changing markets, customers worldwide rely on Thales. Thales is a business where brilliant people from all over the world come together to share ideas and inspire each other. In aerospace, transportation, defence, security and space, our achitects design innovative solutions that make our tomorrow's possible.


We are looking for an IS/IT Executive Assistant to join our Thales USA team in Irvine, CA.

Key Responsibilities:

  • Provide administrative support and coordination to CIO North America and IS/IT team on IS/IT projects and programs as assigned (e.g. internal/external audit and compliance responses,…..)
  • Provide support to CIO North America and IS/IT team to create and/or edit presentations, reports, spreadsheets, letters and other communications as needed (e.g. EXCOM meetings, quarterly reporting, Region and Global reporting)
  • Prepare all meeting and workshop logistics for CIO North America and IS/IT team including VTC, conference room scheduling, catering, agenda creation, collection and distribution of meeting materials, room set up and clean up
  • Calendar management of active calendars, which involves resolving multiple conflicts (calendar management may include management of some personal appointments that may conflict with business related meetings)
  • Coordinate and arrange complex travel plans (domestic and international), creating itineraries and agendas
  • Create and submit expense reports, as well as monitor reports submitted by the Executive’s Direct Reports and notify the Executive of any concerns related to compliance with Company Expense policies
  • Proactively compile any materials for upcoming meetings in order for CIO North America to be prepared
  • In partnership with Leaders and IS/IT team, proactively update Function/Business Segment organizational charts and maintain files electronically when changes occur
  • Attend meetings and workshops, as requested, providing administrative support as needed (e.g. meeting notes, follow up on action item list to ensure completion within timeframe, proactively address any logistics issues, etc.)
  • Actively participate in planning and coordinating corporate visitors and customers
  • Promotes collaboration and cooperation among Assistants within other departments (e.g. serves as back-up to other Assistants during vacations or other absences, provide support to complete projects, etc.)

Skills and Experience Required:

  • High school diploma
  • Minimum of 6-8 years’ experience assisting at the senior leadership level in a fast-paced environment or bachelor’s degree with minimum 1-2 years’ HR experience
  • Proficient in Outlook, MS Office (Excel, Word, PowerPoint)
  • Excellent organization and time management skills
  • Excellent communication skills, verbal and written
  • Approachable, flexible and has the customer service mindset in order to support requests

At Thales we provide CAREERS and not only jobs. With Thales employing 80,000 employees in 68 countries our mobility policy enables thousands of employees each year to develop their careers at home and abroad, in their existing areas of expertise or by branching out into new fields. Together we believe that embracing flexibility is a smarter way of working. Great journeys start here, apply now!

Thales champions inclusion and we believe diversity strengthens the fabric of our culture. We are an Equal Opportunity Employer/AA/Minorities/Females/Veterans/Disabled.
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