Administrative Assistant (m/f)

Location: Madrid, Spain

A Joint Venture between Thales (67%) and Leonardo (33%), Thales Alenia Space is a global space manufacturer delivering, for more than 40 years, high-tech solutions for telecommunications, navigation, Earth Observation, environmental management, exploration, science and orbital infrastructures. Thanks to our diversity of skills, talents and cultures, our customers (governments, institutions, space agencies, telecommunications operators), therefore have Space to Connect, Secure & Defend, Observe & Protect, Explore, Travel & Navigate.

Thales in Spain is a leader in technological solutions applied to Defence, Aeronautics, Security, Transportation and Space and, furthermore, is a global centre for excellence in Space, Security of Critical Infrastructures and Transportation. With a turnover of €320 million and a staff of 1,200, it exports approximately 40% of its total production principally to the Middle East, North Africa and Latin America.

Reporting directly to the CEO, the Administrative Assistant will provide comprehensive executive and administrative support, ensuring smooth daily operations and effective coordination across teams within the organization.

Key Responsibilities:

Executive Support

• Partial management and coordination of the CEO’s agenda, as well as meeting support for the CODIR.

• Prepare, organize, and document meetings, ensuring timely follow-up on action items.

• Direct administrative support to various company members

Travel & Expense Management

• Support to the organization of international and domestic travel   (primarily for long business trips and project campaigns).

• Management and processing of expense reports for executives and project leaders.

• Support in coordinating visits, offsites, and project-related travel.

Office & Meeting Coordination

• Scheduling and organizing meetings, booking and preparing meeting rooms, and ensuring all logistical needs are met (catering requests, materials, technical set‑up, etc.).

• Collaborating with internal teams to secure services needed for smooth meeting operations.

General Administrative Tasks

• Support in tasks related to engineering and project‑oriented teams when necessary.

• Follow‑up of subcontractors and support in maintaining backups and documentation for internal processes.

• Assistance in daily operational tasks as assigned by the Executive Team.

Education & Qualifications

• Bachelor degree or qualification as an Administrative Assistant

Skills and ideal experience

Experience & Competencies

• Proven experience as Executive Assistant, Administrative Assistant, or Secretary to Senior Leadership.

• Strong organizational and multitasking abilities, with attention to detail and the ability to work under pressure in a fast‑paced multinational environment.

Languages

• English: B1+ to B2 level, capable of understanding and communicating in professional contexts.

Technical Skills

• Solid command of MS Office tools (Outlook, Excel, Word, Teams).

• Experience managing agendas, meetings, travel coordination, and expense systems.

In Thales Alenia Space in Spain every one of us is unique, with different talents, goals and passions. We are a high ambitious company, are you prepared to bring out the best in you?

At Thales Alenia Space we provide CAREERS and not only jobs. With Thales Alenia Space employing around 8,900 employees in 10 countries with 17 sites in Europe and a plant in the US, our mobility policy enables employees each year to develop their careers at home and abroad. Thales Alenia Space sees space as a new horizon, helping to build a better, more sustainable life on Earth #SpaceForLife. Great journeys start here, apply now!