A Project or Program Administrative Assistant provides administrative assistance to a program team or project management team. Organizes files and assists with record keeping and data base management. Manages team calendars and helps to organize meetings and events. Provides administrative support for program activities, financial reports and budgets, grants or project proposals; may help to arrange travel.
12-Month Contract (Extension Possible Based on Performance and Business Needs)
Work Schedule:
100%
Onsite, Monday-Friday Travel Requirement:
None About the Role We are seeking a highly organized and proactive Administrative Assistant to support a Program Management Office (PMO) in a dynamic ship maintenance and operations environment. This role requires a detail-oriented professional who can effectively manage administrative processes, maintain accurate records, coordinate communications, and support project teams in meeting critical business objectives. The ideal candidate demonstrates exceptional organizational skills, professionalism, and the ability to thrive in a fast-paced environment with changing priorities. Success in this role requires strong communication abilities, attention to detail, and the capability to collaborate effectively with stakeholders across multiple levels of the organization. Key ResponsibilitiesAdministrative Support Provide comprehensive administrative support to project and program teams. Coordinate meetings, schedules, calendars, and project-related activities. Prepare and maintain reports, presentations, correspondence, and documentation. Organize and manage electronic and physical records to ensure accuracy and compliance. Support day-to-day operational activities to ensure efficient project execution. Project Coordination Assist project managers and team members with administrative functions related to ongoing programs and maintenance activities. Track project documentation, action items, and deliverables. Facilitate communication among project teams, management, and other stakeholders. Maintain project records and ensure timely updates of relevant information. Documentation & Reporting Create, update, and maintain spreadsheets, databases, and project tracking tools. Prepare project status reports, meeting minutes, and executive presentations. Ensure accuracy, consistency, and completeness of documentation. Support document control and records management processes. Communication & Collaboration Serve as a point of contact for administrative and project-related inquiries. Communicate effectively with project managers, schedulers, superintendents, and cross-functional teams. Support stakeholder engagement through timely and professional correspondence. Maintain confidentiality and discretion when handling sensitive information. Process Improvement Identify administrative process improvements and efficiencies. Support initiatives that improve workflow, reporting accuracy, and team productivity. Assist in problem-solving and issue resolution related to project administration activities. Minimum Qualifications High School Diploma or equivalent. 3+ years of administrative support experience. Experience working in a fast-paced environment managing multiple priorities and deadlines. Strong organizational, planning, and time management skills. Excellent verbal and written communication skills. Demonstrated ability to work independently with minimal supervision. Strong attention to detail and commitment to accuracy. Ability to handle confidential and sensitive information professionally. Proven analytical and problem-solving capabilities. Required Technical Skills Advanced proficiency in Microsoft Excel Advanced proficiency in Microsoft Outlook (email and calendar management) Proficiency in Microsoft Word Proficiency in Microsoft PowerPoint Experience using SharePoint Ability to maintain and manage reports, databases, and project records Preferred Qualifications Bachelor's Degree in Business Administration, Communications, or a related field. Experience supporting program management, project management, or operations teams. Previous shipyard, marine, defense, industrial, or maintenance environment experience. Familiarity with project coordination and document control processes.
Preferred Experience Shipyard Experience:
1+ year
SharePoint Experience:
1+ year
Time Management & Planning:
2+ years Strong experience utilizing Microsoft Office applications within a project-driven environment Why Join This Opportunity? This position offers the opportunity to support critical ship maintenance and operational programs while working alongside experienced project and operations professionals. High-performing candidates may be considered for contract extensions and future project opportunities based on business needs and successful performance. Medical, dental, and vision insurance are available to qualified candidates who meet eligibility requirements.
