Assistant for Sales Manager

Location: Firenze, Italy

Thales people architect solutions that enable two-thirds of planes to take off and land safely. We create in-flight entertainment systems that engross 50 million fliers every year and we develop the avionics that control the world’s largest commercial aircrafts. Our simulators train the next generation of pilots for fighter jets, transporters and search and rescue helicopters. And, together, each and every member of our aerospace team makes a difference.

A Sales Manager Assistant is the figure who supports Sales Managers in the daily management of activities, through both organizational and executive tasks. She/He is expected to work in multi-task environment and work well under pressure in a fast-paced environment. To ensure success, Manager Assistant should be organized, have good communication skills with a keen interest in providing reliable and accurate support to executives and management while working with confidential information. A problem-solving approach and good office coordination skills are required as well as an excellent time management attitude. A proficient level of MS Office and “back-office” software usage Is required.

It would be a plus having basic accounting procedures knowledge as well as technical vocabulary of relevant industry, familiarity with basic research methods and reporting techniques, excellent organizational and time-management skills outstanding communication and negotiation abilities, integrity and confidentiality.

The main tasks and responsibility of Manager Assistant are:

- Organize and Maintain the manager’s agenda and assist in planning appointments, conferences etc.
- Coordinate arrangements, meetings and/or conferences as assigned.
- Prepare and elaborate written correspondence, filtering the input/output communications.
- Prepare, proofread and revise drafts of documents and reports.
- Handle confidential documents ensuring they remain secure
- Daily record keeping and filing of documents.
- Manage calendar, meeting coordination and travel arrangements, make travel arrangements for executives
- Maintain electronic and paper records ensuring information is organized and easily accessible
- Professionally greet and receive guests and clients.
- Ensure efficient and effective administrative information and assistance.
- Organize meetings taking care the invitations/feedback of the participants, the logistic aspects (booking meeting rooms on Thales premises, and/or other venues, such as Hotels, Congress centers, customer offices,) and preparation/set-up, if any (including coffee moments and meals)
- Register or transcribe minutes of meetings
- Attend meetings and keep the relevant minutes, when requested
- Conducts (or support) research and analyze data to prepare documents and reports
- Draw-up formal or promotional texts (speeches, press release)
- Search and archive documents

In addition to all the above and / or in deeper description the Assistant has in charge the following:

- Assistance for correspondence, authorizations, formal communications to third parties:

- Preparation for the signature of internal / external provisions and communications via paperless or face-to-face via signature books;
- Organization of agenda, meetings and guest management
- Processing digital signatures on documents;
- Support for travel and hotel accommodation via Travel Agency
- Management of the Expense Notes
- insertion of PR requests (in PRM) and relevant follow-up and verification of invoicing on the PO of the CdC under the responsibility
- Manage all customer PO’s in SAP and all after sales requests (RMA) of customers support.
- Aid the Sales manager for the management of CRM (Thales 360) keeping customer contacts / roles updated
- Interface with the other corporate functions (e.g.: tender office, legal) in the preparation of the documents required in public tenders
- Support the Sales manager in the preparation of offers for customers

Excellent organizational and relationship skills at high levels, spirit of initiative and problem solving, diplomacy and confidentiality, good written and spoken English complete the profile.

French language knowledge is a plus.

Assistant reports to the Sales Manager MIS.