Program Administrative Assistant

Roles and Responsibilities:

Our Values Customer Driven Trust Family Culture Make it Happen Our values are embedded in our organization and form the basis of our business planning, recruitment processes, training, and leadership. Our Vision Creating certainty for our customers by engineering and delivering the right maritime solutions.

MAIN DUTIES AND 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.
• Document Management: Maintain accurate and up-to-date records, including project documentation, meeting minutes, and procurement files. Ensure proper filing and organization of all documents.
• Communication: 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.

EXPERIENCE:

• High school diploma or equivalent required. Additional education or certification in office administration or a related field is preferred.
• Proven experience in administrative support roles, preferably in a fast-paced environment. Experience in the maritime or shipbuilding industry is a plus.

REQUIRED SKILLS:

• 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. Familiarity with project management tools is desirable. Experience with implementation and management of SharePoint sites.
• 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.

Birdon offers a full benefits package including:

Health/Dental/Vision

EAP/Life

STD/LTD

401(k) with company match (pre- and post-tax options)

Vacation/Sick accrual and holiday pay

Tuition reimbursement program

Employee referral program

Pet Insurance

Birdon is committed to the HEALTH and SAFETY of our workforce and to the ENVIRONMENT we expect this same commitment from all employees.

As a Federal Contractor, Employment is contingent upon the successful completion of a background and drug screening, conducted in accordance with applicable federal, state, and local laws.

Birdon America Inc. is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, or protected veteran status and will not be discriminated against on the basis of disability. Know Your Rights. The Company invites any applicant and/or employee to review the Company’s written Affirmative Action Plan. This plan is available for inspection upon request by emailing hr@birdon.us. If you are an individual with a disability and would like to request a reasonable accommodation as part of the employment selection process, please contact hr@birdon.us for further assistance.