Program Assistant - EW&C

MAG Aerospace•Aberdeen Proving Ground, MD

4d•Hybrid

About The Position

We are seeking a highly organized and proactive Administrative Assistant / Operations Coordinator to support the Program Director and program team. This role is responsible for administrative task management, coordination of operational activities, employee support, and ensuring timely delivery of program documentation to the customer. The ideal candidate is detail‑oriented, dependable, and comfortable managing multiple tasks in a fast-paced environment.

Requirements

Experience providing administrative, program, or operational support in a high ‑ volume environment.
Strong organizational skills with the ability to manage multiple tasks, deadlines, and competing priorities.
Proficiency with Microsoft Office tools, especially SharePoint, Outlook, Word, and Excel.
Excellent written and verbal communication skills, including professional email management.
Ability to review documents for accuracy, completeness, and compliance.
Demonstrated ability to work both independently and collaboratively in a fast ‑ paced, deadline ‑ driven setting.
Ability to handle sensitive information with discretion.
HS Diploma 1 year of relevant experience required.
Active Secret or abiilty to get interim Secret within 2 weeks prior to start date.

Nice To Haves

Experience supporting a Government contract or task order, particularly with 100+ personnel.
Familiarity with SPOT, APACS, or other travel authorization systems.
Prior experience submitting documentation to a COR or working within COR oversight requirements.
Knowledge of defense, government contracting, or operational support environments.
Experience coordinating travel, meetings, and security requirements.
High-volume task management
SharePoint and database management
Associate’s degree preferred.

Responsibilities

Provide day-to-day administrative support to the Program Director, including scheduling, correspondence, document preparation, and task tracking.
Manage new hire onboarding activities, ensuring all required documentation, system access requests, and initial training steps are completed accurately and on time.
Maintain and update the program’s team roster; compile and submit weekly roster reports to the customer.
Generate, issue, track, and maintain hand receipts for Government Furnished Property (GFP) and coordinate updates for any movement or transfer of equipment.
Serve as a first point of contact for employee inquiries; research and resolve issues when able, and escalate items to the Program Director as needed.
Assist with tracking program actions, deliverables, and deadlines to support operational continuity.
Maintain organized digital and physical records, ensuring compliance with program, corporate, and customer requirements.
Support additional administrative and operational tasks as assigned to enable efficient program execution.
Manage the timely collection, consolidation and submission of all MAG employee and subcontractor Monthly Technical Status Reports, ensuring completeness and accuracy.
Ensure accurate and punctual preparation of Weekly Activity Reports.
Review and approve travel and extended work week requests, ensuring adherence to company policies, joint travel regulations (JTR) and contract requirements.
Collect, review, archive, and maintain all trip reports in the designated SharePoint repository.
Monitor and respond promptly to two shared program email inboxes to ensure timely communication and task resolution.
Support the Program Director and PMO with administrative requirements and routine operational tasks associated with managing a large, fast‑paced team.
Coordinate conference and meeting bookings, assist with security coordination, and manage detailed logistical arrangements.