PA and Team Admin to UK Services Director

Thales is a global technology leader with more than 83,000 employees on five continents. With over 7,500 people in the UK, operating across defence, space, aerospace, and digital security, we help build a future we can all trust. Thales supports the security and stability of our nation by providing extraordinary technology to our customers, as well as delivering social value to the UK with our products and services.

We are looking for a proactive and highly organised PA & Team Administrator to support the UK Services Director and the wider UK Services team. Acting as a trusted partner, you will play a key role in ensuring the smooth day-to-day operation of the organisation through expert diary management, travel coordination, meeting planning and administrative support.

This is an excellent opportunity for someone who thrives in a fast-paced environment, enjoys building strong relationships, and takes pride in delivering exceptional support at the heart of the business.

With part-time hours of 18.5 per week and flexible hybrid working arrangements, the role also offers an ideal balance for those looking to align their career with school hours, caring responsibilities, or other personal commitments without compromising on impact or development opportunities.

Location – Crawley

What You'll Be Doing

• Manage a complex, multi‑time‑zone diary, anticipating needs and ensuring the Director is fully prepared for all commitments
• Coordinate meetings, rooms, passes, catering, and visitor hosting, ensuring smooth execution of all engagements
• Plan and book detailed travel itineraries, including multi‑attendee trips, with minimal disruption to schedules
• Handle calls, emails, post, and enquiries professionally, preparing expense claims, Purchase Orders, presentations, briefing packs, minutes, and reports
• Manage confidential information discreetly and approve delegated orders, invoices, and documentation
• Use Oracle B1, BlueShop, and other systems to procure resources, raise Purchase Orders, and ensure timely invoice processing
• Maintain stationery and support team travel and purchasing requirements
• Capture minutes and actions for key team sessions and ensure follow‑up on commitments
• Identify operational issues or improvement opportunities and escalate appropriately
• Work independently and exercise initiative, particularly in the Director’s absence
• Act as a key contact for implementing and promoting site policies and ensuring compliance with Thales Group standards
• Coordinate with PA’s, Administrators, and Leadership Teams across the UK, BL, Thales Group, and GBU, supporting zone‑wide initiatives and sharing best practices
• Build strong working relationships with PA communities, Site Leadership, and the Services UK Management Team, championing site policies and collaboration

What We're Looking For

• Demonstrated high levels of organisation, with the ability to prioritise effectively and remain adaptable when managing multiple tasks
• Demonstrated previous experience in PA and/ or Team Admin role with proven success
• Acquired strong proficiency in MS Office (Outlook, Word, Excel, PowerPoint) is essential; working knowledge of Concur, Oracle B1 and BlueShop is desirable
• Proven ability to work confidently with stakeholders at all levels across the organisation
• Proven business awareness with demonstrated clear, professional communication skills, both verbal and written, when engaging with internal and external stakeholders
• Demonstrated discretion when handling confidential and sensitive information
• Demonstrated strong decision‑making, problem‑solving, and analytical capability
• Proven ability to perform well under pressure and stay resilient in a fast‑paced environment
• Proven commitment to delivering high‑quality work with strong attention to detail

Why Join Thales?

Benefits include:

• Performance-related bonus
• Half day every Friday (typically finishing around 13:00)
• 28 days annual leave plus bank holidays
• Option to buy additional leave
• 24 hours paid volunteering leave
• Matched pension scheme
• Life assurance
• Employee Assistance Programme
• Mental wellbeing support
• Retail discount schemes
• Gym membership discounts

Security Clearance Requirement:

Due to the nature of the work that we do at Thales, many of our roles are subject to security restrictions.  This role requires Security Clearance (SC). It would be advantageous if currently held, however, if not currently held, it is a requirement that the successful applicant undergo, achieve, and maintain SC Clearance prior to commencing employment. 

To be eligible for full SC, you generally need to have resided in the UK for the last 5 years.  In some circumstances, a minimum of 3 years’ residence in the UK over the last 5 years may be accepted, with additional overseas checks.

Please visit the UKSV website for further guidance: https://www.gov.uk/government/publications/united-kingdom-security-vetting-clearance-levels/national-security-vetting-clearance-levels.

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At Thales, we ensure equal opportunities, pay and working conditions for all. The benefits we offer include private medical insurance, buying or selling annual leave, cycle to work schemes, employee discounts, paid volunteering day, stocks and shares, annual bonus and much more depending on the role. Read more about our benefits here.

We are committed to creating a workplace where everyone feels valued for who they are and the unique strengths they bring. Discover more about our programmes, employee networks, wellbeing policies, and inclusive features here.

If this role isn’t quite right for you, we encourage you to join our talent community where your details will be shared with our recruitment teams for other potential opportunities. Join the Talent Community here.

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