Personal Assistant Crawley, West Sussex, South East England, England
Job description
Our opportunity
Personal Assistant- Fixed Term Contract (12 Months)
An exciting opportunity to work for the MD of FLX UK.
To provide a broad range of administrative support to facilitate their ability to effectively lead the FLX UK Organisation. Key to this will be the effective collaborating with members of FLX CODIR, their first line and peers across Thales UK and FLX GBU and other members of the FLX UK and the GBU Administrative Teams.
The demands of the job require a strategic thinker, someone who can be creative and innovative with diary challenges and complex agenda’s - and someone who is pro-active and reactive when time is critical and business demands are challenging.
You will be expected to work autonomously making sound decisions on behalf of those you are supporting. The role requires an individual who is motivated, forward thinking, confident and flexible - with the ability to remain calm under pressure in a very fast-paced environment. Resilience, patience and adaptability are also key along with a good sense of humour.
Aiming to support and promote a hybrid way of working, the role may require some elements of travel in order to support the MD FLX and FLX CODIR at different office locations, (mainly Crawley, Green Park and Carlton Gardens in London), plus external events, offsite events and exhibitions. Some elements of flexibility in terms of daily hours /out of hours support (also when required). Holiday and sickness cover and additional support at peak times is also a key part of the role.
What can we offer you?
On offer is a competitive salary and benefits package, which includes;
- Performance Related Bonus
- Half day every Friday, usually finishing around 13:00pm
- Pension Scheme
- 28 days annual leave (Plus Bank Holidays)
- Life Cover
- 24/7 Employee Assistance Program and access to mental wellbeing app
- Employee discount shopping schemes on major brands and retailers
- Gym membership discounts
Key Responsibilities and Tasks:
The EA will act as the first point of contact for MD FLX UK with internal and external stakeholders.
Key tasks include:
- Full autonomy of the MD’s diary, to maximise the time focusing on the business priorities
- Influence, negotiate and manage conflicting demands in every aspect of the role
- Co-ordination of the organisation and preparation of meetings, ensuring that all materials are provided. In some cases taking ownership of the meeting, producing agendas, reports, catering, booking in and hosting visitors, booking rooms, attending and participating in meetings and taking minutes or actions
- Experience in the digital support tools is essential, extensive knowledge of Jabber, Teams, Workday, Concur and other supporting platforms
- Organise, support and coordinate off-site events and workshops.
- High-level email and inbox management for self and MD, identifying mail that does not require their attention and forward to relevant department for action if required.
- Provide holiday and sickness cover within the FLX UK Administrative Team.
- Exemplarily cost savings in day to day work
- Continuously seek opportunities to embrace technologies which improve our ways of working and that drive efficiencies in the day to day activities
- Offer insight and ideas to support smarter ways of working and stakeholder priorities
- Lead on project activity on behalf of stakeholder
- Responsible for travel itineraries and visas where necessary, in accordance with the UK Travel Policy. Make sure that all documentation and the relevant security processes are completed prior to travel.
- Produce PowerPoint presentations, documents, collate information, produce and cascade reports
- Respond to any ad-hoc requests given by the manager/ Leadership Team and provide ad-hoc support for general enquiries such as IT, Mitie and facilities
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YOUR CAREER AT THALES
We’re committed to giving you opportunities to be your best. We believe in embracing the passion and potential of our people, and to achieve this we offer market leading training, development and experiences, along with the opportunity to be mentored and coached by some of the smartest minds in the industry.
Your health and well-being matters to us and where possible, we support a working pattern that suits your lifestyle and helps you reach your ambitions.
Thales is an equal opportunities employer and diversity and inclusion are integral to the success of Thales.
In line with Thales' Baseline Security requirements, candidates will be asked to provide evidence of identity, eligibility to work in the UK and employment and/or education history for up to three years. Some vacancies may require full Security Clearance which can require further evidence to be provided. For further details of the evidence required to apply for Baseline and Security Clearance please refer to the Defence Business Services National Security Vetting (DBS NSV) Agency.
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.
Thales UK is committed to providing an inclusive and barrier-free recruitment process. We will provide reasonable adjustments and support to ensure neuro-diverse applicants or those with a disability or long-term condition can be their best during the recruitment process. To request an adjustment, if you need this job advert in an alternative format or if you have any questions about the recruitment process, please contact Resourcing Ops for mid to senior roles, or the Early Careers Team for graduate and apprentice roles.
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