Administrative Assistant Project Coordinator

Administrative Assistant Project Coordinator

Location: Austin, United States of America

Thales people architect identity management and data protection solutions at the heart of digital security. Business and governments rely on us to bring trust to the billions of digital interactions they have with people. Our technologies and services help banks exchange funds, people cross borders, energy become smarter and much more. More than 30,000 organizations already rely on us to verify the identities of people and things, grant access to digital services, analyze vast quantities of information and encrypt data to make the connected world more secure.

Position Summary

Austin, Hybrid or Onsite

Thales is looking for an Administrative Assistant Project Coordinator who will play a key role in supporting the Projects and Services team throughout the lifecycle of customer and internal projects. Working closely with internal teams and customers, you will help ensure projects are organized, properly coordinated, and progressing according to schedule. Responsibilities include both general administrative tasks, coordinating schedules, as well as tracking project activities, preparing and editing documents, monitoring project progress, and helping ensure required resources, materials, and equipment are available to support timely project execution.

This role also supports communication and coordination across teams and assists with Sales Order tracking related to customer equipment and project needs. You will help coordinate hardware orders with our warehouses to keep the team and our customers adequately supplied as needed. The Project Coordinator reports to the Projects and Services Administration Team Manager and contributes to the overall efficiency and organization of project operations and administrative activities.

Regulatory Compliance Requirement

Must have U.S. Citizenship to obtain the post-hire Criminal Justice Information Services (CJIS) Clearance from the Federal Bureau of Investigation and must be able to obtain post-hire clearance from the Committee on Foreign Investments in the U.S. (CFIUS) and Department of Treasury.

Key Areas of Responsibility

• Enter and process a regular volume of Sales Orders and monitor status through delivery completion
• Support multiple projects and priorities simultaneously in a fast-paced environment
• Coordinate with leadership and internal teams to support scheduling, priorities, and project-related needs
• Attend meetings and workshops as requested and provide administrative support, including meeting notes, action item tracking, and coordination of follow-up activities
• Liaise with Project Managers, Customer Services and Smartwarehousing teams to place internal orders and facilitate delivery
• Prepare, edit, and maintain presentations, reports, spreadsheets, letters, and other business communications
• Manage calendars and assist with meeting scheduling and conflict resolution
• Support assigned leaders and project teams with administrative coordination activities
• Compile and organize materials for upcoming meetings and project discussions
• Support customer onsite meetings, project events, and team activities as needed
• Assist with time tracking, expense reporting, and other routine administrative processes
• Support onsite office coordination activities, including catering, meeting setup, visitor assistance, printing, and AV coordination
• Maintain electronic and paper filing systems to ensure accurate and accessible recordkeeping

Minimum Qualifications

• Bachelor's degree in a related field or equivalent combination of education and experience
• Minimum of 2 years of related administrative, project coordination, or operational support experience
• Strong organizational skills and attention to detail in a fast-paced environment
• Ability to manage multiple tasks and deadlines effectively
• Strong written and verbal communication skills
• Experience coordinating schedules and managing complex calendars
• Ability to work collaboratively with team members and support cross-functional coordination
• Proficiency with Microsoft Office applications, including Outlook, Excel, Word, and PowerPoint
• Experience with Oracle and Confluence preferred; training will be provided

Special Position Requirements

Schedule: Adhere to standard work schedule & business hours (roughly 8-5 M-F). Currently, the team works a hybrid schedule of 3 days per week at the Austin office and 2 days per week remote. Applicant must have capability to work hybrid or work in office 5 days a week as needed.

Physical Environment: Standard office work. Some lifting of shipping packages or hardware but not a regular task.

Travel: Some controlled/planned travel for this role as the Project Coordinator should visit customers and working sites to better understand general project activities. May also be required, at the direction of the team manager, to assist or lead project or team events. Expected travel would be 10% or less.

Why Join Us?

Thales champions inclusion and we believe diversity strengthens the fabric of our culture. Thales is an Equal Opportunity Employer, including disability/veterans.