Location: Singapore, Singapore

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.

In Singapore, Thales has been a trusted partner since 1973, originally focused on aerospace activities in the Asia-Pacific region. With 2,000 employees across three local sites, we deliver cutting-edge solutions across aerospace (including air traffic management), defence and security, and digital identity and cybersecurity sectors. Together, we’re shaping the future by enabling customers to make pivotal decisions that safeguard communities and power progress.

Responsibilities:

Controls all project documentation incoming and outgoingArchive and/or retrieve all project documentation (hard/softcopy) in project repositoriesSubmit project documentation to customer and collects acknowledgementPost the documentation into the SharePoint established by the customerCoordinate issuance of design documents and other deliverables with engineering team.Prepare transmittal documents for all incoming/outgoing correspondenceMaintain project logs including project submittals, transmittals, memos, MoM, etc.Provide general administrative support for project.Organize and maintain project files, filing system and project communications.Provide data entry for projects.Prepare submission, consolidate & manage project staffs’ or visitors’ clearance.Takes note and prepares meeting minutes for internal and external meeting (optional – subject to project needs)Liaise with Thales intragroup(s) to track and close project meeting action itemsBook meeting rooms & schedule meetings or conference callsCoordinate with external vendors on business meals cateringTravel & accommodation managementExpenses claims preparation and submissionTimesheet preparation and submissionProcurement support for Project Team (preparation of PR, follows up approval with Project Manager/Tactical Buyer/Finance, and submission of PR, MIGO processing)Various support actions for the project (PowerPoint presentation preparation, Word and Excel files creation, etc.)Back-up for other project admin team members where necessaryCoordinating with onshore/offshore team (if applicable)Secretarial Support to Project Manager & Head, Projects/PMOAny other project support required by Project Manager

Requirements:

Possess minimum Diploma in any relevant disciplineAt least 2-3 years secretarial / admin experience, preferably working on projectsKnowledge of basic Microsoft Office tools (Word, Excel, PowerPoint, Outlook)Assertive, resourceful, independent, positive team spirit and able to handle tight deadlines from demanding projectsAble to work with minimum guidance & prioritize tasksAble to start work immediately will be an added advantageAble to work overtime for urgent tasks when requiredCan communicate well both verbally and written

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.