Program Support Assistant

Sheladia Associates, Inc•Huntsville, AL

47d•$39 - $47•Hybrid

About The Position

We are seeking an organized and tech-savvy Program Support Assistant to support our Huntsville office operations. This role is ideal for a self-starter who excels in data organization, scheduling, and coordinating business development information using software tools such as Federal Compass, GovWin and Microsoft Excel. The selected candidate will assist the Vice President, and project leads with administrative and information management tasks to keep the office running efficiently and ensure that project and opportunity data are up to date. The position may begin in a hybrid or remote capacity until our Huntsville office location is fully established.

Requirements

High school diploma or equivalent required; Associate's degree in Business Administration Data Management, or related field preferred
3 years of administrative experience preferably in an engineering, architecture, or federal contracting environment
Advance Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint)
Strong organizational and time management skills
Excellent verbal and written communication abilities
Attention to detail and accuracy in work
Problem-solving skills and flexibility to adapt to changing priorities
Ability to work independently as well as being a strong team-player
Ability to maintain confidentiality and handle sensitive information

Nice To Haves

Familiarity with Federal Compass, GovWin, or similar opportunity-tracking systems strongly preferred

Responsibilities

Serve as the local point of contact for Huntsville office communications and logistics.
Assist in onboarding new local staff in coordination with home office human resources department
Order and maintain office supplies
Manage and maintain executive calendars, scheduling meetings and appointments
Handle incoming phone calls and emails, responding or redirecting as appropriate
Prepare and edit correspondence, reports, and presentations
Coordinate travel arrangements and prepare itineraries
Assist with event planning and coordination, including client visits to the office
Organize and maintain paper and electronic filing systems, including within the team’s shared network drive
Develop and maintain spreadsheets and data tables for tracking opportunities, deadlines, and proposal milestones
Track and organize data from our TSA (Task Schedule Assignment) and internal project schedules.
Capture and distribute team meeting notes and action items
Review and track the status of GSA E-Buy opportunities
Assist in maintaining and updating the Federal Compass and GovWin opportunity databases—monitoring solicitations, due dates, and pipeline development activities
Support document control and ensure accurate versioning of proposals, contracts, and project documentation.
Ensure contract documents are executed, distributed to all stakeholders, and filed as required
Other duties as assigned