Front Office Administrative Assistant

Thales; Austin (TX); On-site; USD 45,000 - 84,000; Full time

Job summary

Thales is seeking a Front Office Administrative Assistant in Austin, onsite. The role manages front office operations, facilities and administrative activities to keep employees, visitors and executives well supported in a fast-paced environment.

The ideal candidate will be highly organized, detail-oriented and service-focused, capable of handling multiple priorities and working independently to support the Chief of Staff and executives.

Qualifications

• Associates degree or equivalent work experience.
• 1–3+ years in admin/receptionist role in a business environment.
• Proficient in Microsoft Office including Outlook, Word, PowerPoint, Excel and SharePoint.

Responsibilities

• Visitor and front desk management,
• Office and meeting room coordination,
• Mail and deliveries,
• Invoice and expense processing,
• Purchase orders,
• Executive travel,
• Meeting and catering coordination, and general administrative support,
• Assisting the Chief of Staff with coordination and execution of special projects.

Skills

Organizational skills

Attention to detail

Independent work

Education

Associate degree

Tools

Microsoft Office

Outlook

Word

PowerPoint

Excel

SharePoint

Job description

Location: Austin, United States of America

Thales people architect identity management and data protection solutions at the heart of digital security. Business and governments rely on us to bring trust to the billions of digital interactions they have with people. Our technologies and services help banks exchange funds, people cross borders, energy become smarter and much more. More than 30,000 organizations already rely on us to verify the identities of people and things, grant access to digital services, analyze vast quantities of information and encrypt data to make the connected world more secure.

Position Summary

Austin, Onsite

Thales is looking for a Front Office Administrative Assistant. The position is responsible for managing front office, facilities, and administrative operations while providing professional support and a well-organized workplace for employees, visitors, and executives.

The ideal candidate is professional, highly organized, detail-oriented, responsive, and customer-service focused, with the ability to manage multiple priorities and support employees and executives effectively in a fast-paced environment.

Key Areas of Responsibility

• Visitor and front desk management,
• Office and meeting room coordination,
• Mail and deliveries,
• Invoice and expense processing,
• Purchase orders,
• Executive travel,
• Meeting and catering coordination, and general administrative support, and
• Assisting the Chief of Staff with the coordination and execution of special projects.

Minimum Qualifications

• Associates degree; or equivalent work experience.
• 1 to 3+ years of experience in an admin/receptionist role in a business environment
• Proficient in Microsoft Office applications including Outlook, Word, PowerPoint, Excel and SharePoint.
• Ability to work independently.
• Excellent organizations skills and attention to detail.

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.

Preferred Qualifications

• Previous experience using Oracle.
• Previous experience making travel arrangements.
• Experience working in a technology company.

Special Position Requirements

Schedule: 8:00am to 5:00pm, Monday through Friday, 40 FTE

Physical Demands:

• Prolonged periods of working on a computer and sitting at a desk.
• Must be able to lift at least 20 pounds at a time.

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) 44,572.00 - 83,973.00 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