X Facebook Pinterest Copy Link WhatsApp Email Share X Facebook Pinterest Copy Link WhatsApp Email Share Share this job Facebook X LinkedIn Email Administrative Assistant - Program Management Office (PMO) Norfolk, Virginia, United States Apply for this job Administrative Assistant - Program Management Office (PMO) Position Summary We are seeking a proactive and highly organized Administrative Assistant to support a Program Management Office (PMO) in a dynamic, fast-paced project environment. The Administrative Assistant will provide a full range of administrative and project-support activities to help ensure the smooth execution of the assigned program. Responsibilities will include maintaining accurate records and documentation, coordinating communications, supporting reporting activities, and assisting project leadership and other stakeholders with day-to-day administrative needs. The ideal candidate will be organized, levelheaded, detail-oriented, and comfortable interacting with employees and leaders at all levels of the organization. This position requires the ability to independently manage multiple priorities, adapt to changing deadlines, and handle sensitive information professionally. Key Responsibilities Provide day-to-day administrative support to the Program Management Office and assigned project team. Support project managers, superintendents, schedulers, and other internal and external stakeholders. Maintain accurate and up-to-date project records, reports, databases, and administrative documentation. Organize, maintain, and distribute project documentation using SharePoint and other established systems. Assist with the preparation, formatting, updating, and distribution of reports, presentations, spreadsheets, correspondence, and other project materials. Utilize Microsoft Excel to organize, track, analyze, and report project-related information. Manage communications and scheduling activities using Microsoft Outlook . Assist with meeting coordination, scheduling, documentation, and follow-up activities as required. Facilitate effective communication between internal, external, corporate, and project team members. Track administrative activities, action items, deadlines, and other project requirements. Respond to changing project priorities and provide timely administrative support to maintain project execution. Identify administrative or process issues and work with appropriate stakeholders to develop practical solutions. Maintain confidentiality and appropriately handle sensitive project and business information. Ensure administrative documentation is accurate, complete, organized, and readily accessible. Perform additional administrative and project-support responsibilities as assigned. Required Qualifications High school diploma or equivalent. 3+ years of administrative experience . Experience working in a fast-paced environment with multiple priorities and competing deadlines. Strong organizational and time-management skills. Excellent written and verbal communication skills. Ability to effectively communicate and collaborate with project managers, superintendents, schedulers, leadership, and other stakeholders. Ability to work independently with minimal supervision. Strong attention to detail and commitment to accuracy. Ability to maintain accurate records, reports, databases, and project documentation. Ability to maintain confidentiality and appropriately handle sensitive information. Strong analytical and problem-solving skills. Ability to adapt quickly to changing project needs, priorities, and deadlines. Microsoft Office Requirements Candidates should be proficient with the Microsoft Office Suite, including: Excel - Advanced proficiency Outlook - Advanced proficiency SharePoint Microsoft Word Microsoft PowerPoint Preferred Qualifications Bachelor's degree in Business Administration, Communications, or a related field . Previous administrative experience supporting a Program Management Office (PMO) , project-management organization, construction project, shipyard, manufacturing operation, or other project-driven environment. Experience supporting multiple project leaders or cross-functional teams. Experience maintaining project documentation, trackers, reports, and SharePoint sites.

Key Competencies Organization & Prioritization:

Effectively manages multiple assignments, deadlines, records, and administrative requirements within a fast-moving project environment.

Communication:

Communicates clearly and professionally with employees, project leaders, external stakeholders, and senior management. Attention to

Detail:

Maintains accurate documentation, reports, databases, correspondence, and project information.

Initiative & Independence:

Anticipates administrative needs, takes ownership of assigned responsibilities, and works effectively with minimal supervision.

Adaptability:

Responds effectively to changing priorities, schedules, deadlines, and project requirements.

Problem Solving:

Identifies administrative and process issues and works collaboratively to develop practical solutions. Work Arrangement & Project Information 100% onsite, five days per week No expected travel This position is expected to support the upcoming ship maintenance availability on the USS Harvey C. Barnum Jr. Successful performance may provide opportunities to continue supporting future ship maintenance availabilities. Apply for this job Copy link ✓ Thanks for sharing! Find any service AddToAny More…