Director and team Assistant

Thales; Jakarta Pusat; On-site; USD 30.000 - 45.000; Full time

Job summary

A global technology leader is seeking an Administrative Support role to assist the Director and Key Account Manager in Jakarta. The position involves providing essential administrative support, managing logistics for meetings, and coordinating with teams to deliver high-quality service. Applicants should have strong organizational and communication skills and be proficient in English. This role offers an opportunity to thrive in a collaborative work environment.

Qualifications

• Proficiency in spoken and written English is essential.
• Experience in providing administrative support to executives.
• Ability to prioritize tasks in a dynamic environment.

Responsibilities

• Provide administrative support and coordination to Director and KAM team.
• Prepare meeting and workshop logistics.
• Actively participate in planning and coordinating visits for corporate visitors.

Skills

Organization & Time Management

Communications

Adaptability

Interpersonal

Education

Bachelor's degree or equivalent experience

Job description

Location: Jakarta, Indonesia

Thales is a global technology leader trusted by governments, institutions, and enterprises to tackle their most demanding challenges. From quantum applications and artificial intelligence to cybersecurity and 6G innovation, our solutions empower critical decisions rooted in human intelligence. Operating at the forefront of aerospace and space, cybersecurity and digital identity, we’re driven by a mission to build a future we can all trust.

Thales has been present in the Republic of Indonesia for 45 years in the defence, aerospace and space domains, delivering a wide range of civil and defence solutions that highlight our strong commitment to working with the Indonesian government and local stakeholders. In recent years, our innovative solutions in air traffic management systems and telecom satellites have further strengthened our presence in the country alongside our digital portfolio of solutions such as biometrics, data protection and cybersecurity now serving the needs of diverse customers in civil sectors.

Provides executive and administrative support to the Director, Operations and KAM (Key Account Manager) team, hosted and non-hosted project teams for Projects. Screens calls, schedules appointments, maintains calendars, makes travel arrangements, coordinate with secretary team to support Thales visitors with the logistics of their mission, responds to requests for information on a wide range of topics and prepares information (reports, presentations, correspondence, etc.) as requested.

Work requires some analysis, creativity and independent judgement. Assignments may involve work of a confidential or complex nature, which require discretion, tact and diplomacy as well as practical knowledge of practices and procedures of the function supporting and knowledge of corporate policy. The individual needs to work well with all levels of company staff, as well as executives and support in customer and partner organization.

Essential Functions/Key Areas Of Responsibility

• Provide administrative support and coordination to Director, Operations and KAM (Key Account Manager) team, hosted and non-hosted team for projects in coordination with secretary team and IS/IT team.
• Provide administrative support to the Regional Company, in their qualification process of Key Industrial Partners, through collecting relevant document through local administrations (i.e. Company Profile)
• Provide support to create and/or edit presentations, reports, spreadsheets, letters and other communications as needed (e.g. KPIs and dashboard/reports for business or operational review and Management meetings, Region, Global Business Unit and Group reporting).
• Prepare all meeting and workshop logistics including video conference, conference room scheduling, catering, agenda creation, collection and distribution of meeting materials and room set up in coordination with secretary team.
• Proactively compile any materials for upcoming meetings.
• 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 visits for corporate visitors and customers, including arranging flight accommodations.
• Promotes collaboration and cooperation among Assistants within other departments, teams (e.g. provide support to complete projects, etc.)
• Support the preparation and logistics for any marketing events such as exhibition and customer events (workshop, demo, webinar, etc.)
• Support any business Intelligence analysis by researching and combining reliable information on economy situation in Indonesia, potential markets and competitors, such as:

• Political overview & connections
• Competition information in Indonesia
• Contract signing reporting competition
• Digitalization social media for trend analyze
• MoD
• Army/Navy/Airforce/Airlines/Space/Digital
  
  
  

Skills

Organization & Time Management

• Understands the operations director's priorities and properly prioritizes tasks in a dynamic environment with frequent interruptions and changing deadlines
• Anticipates needs and takes action without being asked.
• Prepares and coordinates internal and external meetings with attention to detail, arranging all associated needs, and allowing time for transitions between meetings.
• Acts as the office planning liaison to facilities and IT, ensuring readiness for new or relocated employees.
• Demonstrates expert knowledge of office policies and procedures.
• Consistently delivers quality products on schedule.
  
  
  

Communications

• Communicates relevant information clearly and succinctly.
• Listens actively to understand others.
• Expresses ideas concisely both verbally and in writing.
• Clearly and accurately explains issues, policies, procedures, and other pertinent information to the appropriate audience in a timely manner.
• Proactively keeps managers informed about progress and problems, avoiding surprises.
  
  
  

Adaptability

• Open to changes in procedures and technology.
• Navigates ambiguous situations effectively.
• Takes on new tasks willingly and seeks opportunities to assist others during downtimes.
• Seeks feedback and values different approaches to find appropriate solutions.
  
  
  

Interpersonal

• Has a sense of ownership/takes responsibility and follows through on tasks to ensure completion.
• Promotes collaboration and cooperation amongst another department.
• Proficiency in spoken and written English is essential, due to the nature of the work and the support required for the Director and Key Account Manager (KAM).
  
  
  

At Thales, we’re committed to fostering a workplace where respect, trust, collaboration, and passion drive everything we do. Here, you’ll feel empowered to bring your best self, thrive in a supportive culture, and love the work you do. Join us, and be part of a team reimagining technology to create solutions that truly make a difference – for a safer, greener, and more inclusive world.