Program Admin Assistant

Birdon America, Inc.•Bayou la Batre, AL

About The Position

This role provides comprehensive administrative support to WCC Program Managers and team members, ensuring the smooth day-to-day operations necessary to meet the requirements of the WCC contract. The Program Administrative Assistant will be responsible for a variety of tasks including scheduling, document management, communication facilitation, event organization, budget tracking, and preparing various reports and correspondence.

Requirements

High school diploma or equivalent required.
Proven experience in administrative support roles, preferably in a fast-paced environment.
Organizational Skills: Strong organizational and time management skills with the ability to prioritize tasks and meet deadlines effectively.
Communication: Excellent written and verbal communication skills. Ability to interact professionally with individuals at all levels, both internally and externally.
Attention to Detail: Keen attention to detail and accuracy in all tasks, including data entry, document management, and correspondence.
Technology Proficiency: Proficiency in Microsoft Office suite (Word, Excel, PowerPoint, Outlook) and experience with database management software.
Adaptability: Ability to adapt to changing priorities and work effectively in a dynamic environment.
Team Player: Strong collaborative skills with the ability to work well as part of a team and independently when necessary.
Confidentiality: Ability to handle sensitive information with discretion and maintain confidentiality at all times.

Nice To Haves

Additional education or certification in office administration or a related field is preferred.
Experience in the maritime or shipbuilding industry is a plus.
Familiarity with project management tools is desirable.
Experience with implementation and management of SharePoint sites.

Responsibilities

Support WCC Program Team Leaders and team members in day-to-day operations as necessary to meet the requirements of the WCC contract.
Provide comprehensive administrative support to WCC Program Managers and team members, including scheduling meetings, coordinating travel arrangements, and managing correspondence.
Maintain accurate and up-to-date records, including project documentation, meeting minutes, and procurement files. Ensure proper filing and organization of all documents.
Serve as a point of contact for internal and external stakeholders, answering inquiries, and directing communications to the appropriate personnel. Facilitate communication within the program team.
Assist in organizing program-related events, such as workshops, conferences, and training sessions. Coordinate logistics and ensure all necessary arrangements are made and setup is complete on day of meeting/event.
Assist in monitoring program budgets by tracking expenses, submitting expense reports, reconciling invoices, and preparing financial reports as required.
Maintain several logs, rolling action list, drafting and reviewing several documents and ensuring office is equipped with required supplies.
Attend and take notes and meeting minutes for a variety of meetings.
Populate and Maintain office schedule.
Enter purchase requisitions upon request.
Review various documents to ensure grammatical and aesthetic presentation is accurate and in a professional manner.
Create and maintain filling systems.
Prepare communications, such as memos, emails, invoices, reports, and other correspondence.
Performs other related duties as assigned.