Director and team Assistant

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.

We're looking for Director and Team Assistant, within an operational or functional team, working with the manager and other members, the team assistant facilitates the organization of activities, internal and external coordination, the circulation of information within the confidentiality framework and performs secretarial tasks with a sense of service. / a mindset to serve.

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 corporate visitors and customers.
• 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.