Administrative Specialist

Phoenix Group of Virginia, Inc. • Chesapeake, VA

4d • $20 - $30 • Onsite

About The Position

Phoenix Group of Virginia seeks an IPT Recorder to support Integrated Product Team activities at SUPSHIP Newport News in support of Navy inactive ship and vessel disposition programs. This role is responsible for meeting management, documentation, and action item tracking across multi-stakeholder program environments. The ideal candidate is highly organized, detail-oriented, and experienced working in a government or defense program setting.

Requirements

• Bachelor’s degree in Business Administration, Communications, Program Management, or a related field; or equivalent combination of education and experience.
• Minimum of 2 years of experience supporting program management, meeting management, or administrative coordination in a defense or government environment.
• Demonstrated ability to accurately capture and document technical and programmatic discussions in a meeting environment.
• Strong written communication skills with meticulous attention to detail.
• Proficiency with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook); experience with SharePoint or similar document management platforms is a plus.
• Ability to manage multiple priorities and deadlines in a fast-paced, team-oriented setting.

Nice To Haves

• Experience supporting IPTs, program reviews, or working groups in a Navy or NAVSEA program office environment.
• Familiarity with government contracting terminology, CDRLs, and program documentation requirements.
• Background in shipbuilding, naval programs, or vessel lifecycle management is a strong plus.
• Experience with project management tools (MS Project, Smartsheet, or similar).

Responsibilities

• Serve as the official recorder for Integrated Product Team (IPT) meetings, working groups, and program reviews in support of Navy inactive ship programs.
• Capture, organize, and distribute meeting minutes, action items, decisions, and follow-up assignments in a timely and accurate manner.
• Maintain and track open action item logs; follow up with responsible parties to ensure closure on schedule.
• Coordinate meeting logistics including scheduling, agendas, attendance tracking, and distribution of pre-read materials.
• Maintain organized records of program documentation, correspondence, and deliverables in accordance with program and contract requirements.
• Support development and maintenance of program schedules and status trackers.
• Interface with SUPSHIP Newport News, NAVSEA, and contractor personnel as required to support program coordination.
• Prepare and distribute program status reports and briefing materials under direction of the Program Manager.
• Assist with contract deliverable tracking and submission coordination.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level