Sr. Administrative Assistant

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Sr. Administrative Assistant

senior · Other

Sr. Administrative Assistant

Salt Lake City, UT (Fully onsite)

Position Summary

Thales is looking for a Sr. Administrative Assistant, whose role is to serve as a key operational support professional responsible for ensuring the efficient coordination of administrative, executive, and site-based activities across the organization. This role supports business operations by facilitating collaboration across Facilities, Security, Health, Safety & Environment (HSE), and Business Continuity functions while providing high-level administrative support to business leaders, including executive-level stakeholders. The position requires strong organizational skills, sound judgment, discretion in handling confidential information, and the ability to effectively manage multiple priorities within a fast-paced and highly visible environment.

In this position, you will support day-to-day business operations by coordinating executive calendars, travel arrangements, meetings, reports, presentations, and other administrative activities that enable operational efficiency and business continuity. You will serve as a trusted coordination partner for leaders and cross-functional teams, managing competing deadlines, organizing critical information, and ensuring timely execution of key business initiatives. Success in this role requires professionalism, diplomacy, and the ability to build effective relationships with employees at all levels of the organization, as well as customers and external partners, while maintaining confidentiality and supporting complex administrative and operational activities.

Key Areas of Responsibility

• Provide comprehensive administrative support to executive leaders, including calendar management, meeting coordination, scheduling, and day-to-day business operations support.
• Coordinate domestic and international travel arrangements, prepare reports, presentations, correspondence, and manage meeting logistics including conference rooms, catering, agendas, and virtual conferencing.
• Support site operations by coordinating activities across Facilities, Security, Health, Safety & Environment (HSE), and Business Continuity functions, ensuring compliance with established policies and procedures.
• Manage visitor coordination, site access processes, records management, training documentation, OSHA-related activities, and other site compliance requirements to support a safe and secure workplace.
• Plan and coordinate onsite and offsite meetings, customer visits, training sessions, onboarding activities, employee engagement events, and other team initiatives that support business objectives.
• Maintain office operations by managing supplies, organizing documents and records, distributing company mail, responding to routine inquiries, and tracking follow-up actions to ensure efficient business support.

Minimum Qualifications

• Bachelor’s degree in a related field and 2+ years of administrative experience, or an equivalent combination of education and experience, including 6+ years supporting senior leaders and/or executive staff in a fast-paced business environment.
• Proven experience providing executive administrative support, including calendar management, meeting coordination, travel arrangements, expense reporting, and office operations support.
• Proficiency with Microsoft Office Suite (Outlook, Word, Excel, and PowerPoint) and experience maintaining organized electronic and physical filing systems, records, and documentation.
• Strong organizational, time management, and multitasking skills with the ability to prioritize competing demands, manage changing deadlines, and deliver high-quality work with exceptional attention to detail. Excellent verbal and written communication skills, including the ability to interact professionally with executives, employees, customers, and external partners while handling sensitive and confidential information with discretion.
• Demonstrated ability to work independently in a dynamic environment, exercise sound judgment, adapt to changing priorities, foster cross-functional collaboration, and provide a high level of customer service and professionalism.
• Must be a US Person as defined in applicable law.

Special Position Requirements

• Advanced education, such as a Master’s degree in Business Administration, Communications, Management, or a related field, is preferred.
• Prior experience supporting office operations and working with general office equipment is preferred.
• Additional language proficiency, particularly in French, Italian, and/or German, is highly desirable.
• OSHA 30 certification (DOL card), or prior experience supporting workplace safety and compliance initiatives, is preferred.
• Experience supporting executive leaders and site operations within a manufacturing, engineering, aerospace, defense, or other technical environment is a plus.
• Familiarity with working in onsite environments that include office, warehouse, and shipping operations, as well as alternative work schedules such as a 9/80 schedule, is preferred.

Applicants must be legally authorized to work in the United States for any employer at the time of hire. This position is not eligible for visa sponsorship or for assuming sponsorship of an employment visa now or in the future.

If you’re excited about working with Thales, but not meeting the requirements for this position, we encourage you to join our Talent Community!

Why Join Us?

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Thales champions inclusion and we believe diversity strengthens the fabric of our culture. Thales is an Equal Opportunity Employer, including disability/veterans.

If you need an accommodation or assistance in order to apply for a position with Thales, please contact us at talentacquisition@us.thalesgroup.com.

The reference Total Target Compensation (TTC) market range for this position, inclusive of annual base salary and the variable compensation target, is between

This reflects how companies in a similar industry and geographic region generally pay for similar jobs. This range helps the Company make pay decisions as one data point among many. Where a position falls within this range is also dependent on other factors including – but not limited to – the employee’s career path history, competencies, skills and performance, as well as the company’s annual salary budget, the customer’s program requirements, and the company’s internal equity. Thales may offer additional benefits and other compensation, depending on circumstances not related to an applicant’s status protected by local, state, or federal law.

(For Internal candidate, if you need more information, please raise HR request through MyThales)

Thales provides an extensive benefits program for all full-time employees working 30 or more hours per week and their eligible dependents, including the following:

•Elective Health, Dental, Vision, FSA/HSA, Voluntary Life and AD&D, Whole Group Life w/LTC, Critical Illness, Hospital Indemnity, Accident Insurance, Legal Plan, Identity Theft, and Pet Insurance

•Retirement Savings Plan after 30 days of employment with a company contribution and a match, and with no vesting period

•Company paid holidays and Paid Time Off

•Company provided Life Insurance, AD&D, Disability, Employee Assistance Plan, and Well-being Program