Executive Assistant

Thales; Orlando (FL); Hybrid; USD 53,000 - 99,000; Full time

Benefits offered by this job

Elective Health, Dental, Vision

Retirement Savings Plan

Paid Holidays and PTO

Life Insurance

Job summary

Thales is seeking an Executive Assistant in Orlando, Florida to provide high-level administrative support to Executive Committee members. You will manage calendars, prepare reports and presentations, coordinate travel, and handle confidential information with tact and diplomacy.

The role requires strong organizational skills, excellent communication, and the ability to work across levels of the organization in a hybrid environment.

Qualifications

• Proficient in Outlook, MS Office (Excel, Word, PowerPoint) and general office equipment.
• Experience with travel scheduling and expense tools.
• Excellent written and verbal communication with ability to interact with all levels of staff and executives.
• Strong organizational skills with ability to handle confidential information discreetly and diplomatically.

Responsibilities

• Provide executive support to ExCom members including preparing reports, presentations and correspondence.
• Arrange complex travel plans (domestic and international) and manage itineraries.
• Coordinate calendar management, meetings and room logistics.
• Prepare and submit expense reports and ensure compliance with policies.
• Support planning for corporate visitors and customer engagements.

Skills

Outlook proficiency

MS Office Suite

Travel scheduling

Attention to detail

Time management

Education

Bachelor’s degree

Associates degree

High school diploma

Tools

Video conference tools

Expense reporting tools

Job description

Location: Orlando, United States of America

Thales people architect solutions that enable two-thirds of planes to take off and land safely. We create in-flight entertainment systems that engross 50 million fliers every year and we develop the avionics that control the world’s largest commercial aircrafts. Our simulators train the next generation of pilots for fighter jets, transporters and search and rescue helicopters. And, together, each and every member of our aerospace team makes a difference.

When you rely on airlines to connect you in flight, you rely on Thales. In an increasingly fast paced world, we make the unpredictable, predictable by connecting and entertain passengers to make your life better. Combining a diversity of talents, we master the decisive moments that matter to passengers and airlines. Whatever it takes.

Executive Assistant

Orlando, Florida (Hybrid)

This role will be based in Melbourne, Florida to start, and is expected to move to Orlando, Florida around September 2026

Position Summary

Thales is seeking an Executive Assistant in Orlando, Florida. In this role, you will provide executive and administrative support to Executive Committee (ExCom) members. Your support assignment, under general supervision and acting on your own initiative,will include advanced, diversified and confidential duties, responding to requests for information on a wide range of topics and preparing information (reports, presentations, correspondence, etc.) as requested, scheduling appointments, maintaining calendars, and making travel arrangements. The 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(s) supporting and knowledge of corporate policy. Due to the visibility of the position, you will need to work well with all levels of company staff, as well as executives and support in customer and partner organization

Key Areas of Responsibility

• Provide support to assigned executive leadership 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 EXCOM meetings, Region, Global Business Unit and Group reporting)
• Prepare all meeting and workshop logistics for assigned executive leadership including video conference, conference room scheduling, catering, agenda creation, collection and distribution of meeting materials, room set up and clean up
• Calendar management of active calendars, which involves resolving multiple conflicts (calendar management may include management of some personal appointments that may conflict with business related meetings)
• Coordinate and arrange complex travel plans (domestic and international), creating itineraries and agendas
• Create and submit expense reports, as well as monitor reports submitted by the Executive’s Direct Reports and notify the Executive of any concerns related to compliance with Company Expense policies
• Proactively compile any materials for upcoming meetings in order for assigned executive leadership to be prepared
• Actively participate in planning and coordinating corporate visitors and customers

Minimum Qualifications

• High school diploma or GED equivalent with a minimum of 6-8 years’ experience assisting at the senior leadership level in a fast-paced environment or Bachelor’s degree with minimum 3-5 years’ of related experience, or Associates degree with 4-6 years of related experience.
• Proficient in Outlook, MS Office (Excel, Word, PowerPoint) and working knowledge of other general office equipment
• Experience with travel scheduling and expense tools
• Strong attention to detail, time management, and organizational skills with a keen sense of urgency about solving problems and seeing work through completion
• Excellent written and verbal communication skills with the ability to express ideas clearly and concisely with different levels within the organization
• Demonstrated business acumen to understand Leader’s priorities in order to properly arrange tasks in a dynamic environment with frequent interruptions and changing deadlines

Special Position Requirements

• 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.

This position will require successfully completing a post-offer background check. Qualified candidates with [a] criminal history will be considered and are not automatically disqualified, consistent with federal law, state law, and local ordinances.

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 [e-mail].

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

Total Target Cash (TTC) 52,871.00 - 98,640.00 USD Annual

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