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Executive Assistant

2 weeks ago

Singapore Thales Full time

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.

**About the Role**:
The incumbent would be working onsite and provide full range of secretarial and administrative support to the Executive member and other support functions within Thales.

**Responsibilities**:

- In charge of the calendar management by coordinating with relevant parties within and outside Thales. This includes setting up and preparing for meetings including meeting room management and sending out of calendar invites to relevant parties (audio, video conference)
- In charge of overseas travel arrangements including visa processing, hotel bookings, processing site access, and meeting coordination with partners and clients.
- Plan and organize regular management and other key meetings.
- Able to speak French, including reading and translating documents from French to English and vice versa.
- Printing/coordination of all board documents for signatures for the legal entities
- Coordination of all documents for the executive’s review and signing
- Prepares and assists with correspondences/documentation (Letters, memos, org charts, sponsorships, corporate Memberships, gifts and Hospitality)
- Local and overseas courier arrangements
- Event/exhibition support and coordination
- Verify vendors/suppliers' invoices.
- Preparation and processing of claims in the internal system.
- Main coordinator for stationery supplies and other adhoc duties.

**Job Requirements**:

- At least 10 years of secretarial experience of which at least 5 years in supporting top management.
- Proficient in MS office and digital savvy.
- Comfortable working in fast-paced environment, ability to work under pressure.
- good communication and coordination skills.