Job Description

Location: Singapore, Singapore

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 architects design innovative solutions that make our tomorrow\'s possible.

Thales established its presence in Singapore in 1973 to support the expansion of aerospace-related activities in the Asia-Pacific region. Throughout the last four decades, the company grew from strength to strength and is today involved in the primary businesses of Aerospace (including Air Traffic Management), Defence & Security, Ground Transportation and Digital Identity & Security. Thales today employs over 2,100 people in Singapore across all its business areas.

Executive Secretary

The incumbent would be working onsite and providing full range of secretarial and administrative support to the Executive member and another support function,

• Calendar management (maintain calendar and make appointments, organize and prepare for meetings, audio, video conference) In order to do this, liaise with internal (Thales) and external parties
• Overseas travel arrangements
• Expense claims preparation and submission into system
• Plans and organizes monthly management meetings; Work Plan in January and Strategy Review off-site sessions in July of the year.
• Updates and approves leave applications of CEO\xe2\x80\x99s direct reports
• Prepares and assists with correspondences/documentation (Letters, memos, org charts, sponsorships, corporate Memberships, gifts and Hospitality)
• Coordination of all documents for CEO\xe2\x80\x99s signature
• Printing/coordination of all Board documents for signatures for the legal entities
• Admin/coordination support for most of the high level management trips of overseas senior management staff (entry requirements to Singapore/hotels/transport/access to sites/customer meetings coordination)
• Event/exhibition support and coordination
• Verify vendors/suppliers invoices
• Local and overseas courier arrangements
• Main coordinator for stationery supplies and other adhoc duties

Job requirements:

At least 15 years of secretarial experience of which at least 5 years supporting top management

Proficient in MS office and digitally savvy

Comfortable working in fast pace environment, ability to work under pressure and has good communication skill.

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