AEVEX
ProgramAdministrationSpecialist
Neural analysis suggests this role is
optimal for Mid candidates.
“Program Administration Specialist at AEVEX. Skills: administrative assistance, coordinating office activities, ensuring the efficient operation of the office, managing schedules, arranging meetings, arranging travel, preparing reports, preparing purchase requisitions, maintaining program system processes, communicating with team members and clients, maintaining organizational efficiency, supporting the program's administrative needs. Provide administrative support to the Contracts Manufacturing ”
What You'll Achieve.
ensuring the efficient operation of the office; maintaining organizational efficiency; supporting the program's administrative needs; ensuring data accuracy and confidentiality; ensuring final versions of documents are filed appropriately; ensuring timely follow-ups and resolutions; ensuring availability and functionality; supporting program goals and objectives; storing and organizing project documentation according to PMO standards.
Industry & Context.
problem-solving skills
Ability to obtain/maintain a Secret DoD clearance, U. S. Citizenship required, Ability to obtain/maintain a Top Secret/SCI DoD clearance preferred, Frequently required to sit, and to reach to use computers and other office equipment
What They're Looking For.
Must Have
High School Diploma required, Ability to obtain/maintain a Secret DoD clearance, U. S. Citizenship required
Nice to Have
AA or Bachelor's Degree desired, Ability to obtain/maintain a Top Secret/SCI DoD clearance preferred
What You'll Do.
Provide administrative support to the Contracts Manufacturing Portfolio program
including scheduling and coordinating meetings
maintaining calendars
and coordinating office activities.
Communicate effectively with team members
and subcontractors to support program activities.
Facilitate project meetings by preparing agendas
documenting action items
and ensuring timely follow-ups and resolutions.
Prepare and edit correspondence
and other documents to ensure consistent information flow.
Manage and organize files
ensuring data accuracy and confidentiality.
Maintain standardization of SharePoint file structure
ensuring final versions of documents are filed appropriately
Maintain MS Teams forums and facilitate postings and action item management
Coordinate travel arrangements and accommodations via Concur Travel for program staff.
Maintain office supplies and equipment
ensuring availability and functionality.
and support program events and meetings
including logistics and catering.
Track corporate credit card program for programs team
Run select reports and distribute to managers
Assist program managers with maintenance of customer organizational charts
stakeholder management plans
and communications management plans
Take meeting minutes for all official program meetings
Extensive coordination with corporate and customer leaders and admins
Welcome and manage onsite visitors
quality customer service to corporate staff.
Participate in process improvement initiatives
ensure documentation of processes
Perform other administrative duties as assigned to support the program goals and objectives.
Ensure that all project documentation is stored and organized according to PMO standards.
Perform other duties as required.
Regular and reliable attendance on a full time basis [or in accordance with posted schedule].
Responsible for exhibiting professional behavior with both internal and external business associates that reflects positively on the company and is consistent with the company's policies and practices.
Embodies AEVEX’s cultural values and aligns daily actions with department goals and company culture.
How You'll Work.
Team & Collaboration
Communicate effectively with team members, clients, and subcontractors to support program activities.; Facilitate project meetings by preparing agendas, documenting action items, and ensuring timely follow-ups and resolutions.; Extensive coordination with corporate and customer leaders and admins; Collaborative team player with excellent interpersonal skills.
Communication Scope
Communicate effectively with team members, clients, and subcontractors to support program activities.; Skilled in written and verbal communication
Process & Methodology
process management, cross-functional coordination, vendor/stakeholder management, operational metrics, resource planning, continuous improvement, maintaining program system processes, maintenance of customer organizational charts, maintenance of stakeholder management plans, maintenance of communications management plans, Ensure that all project documentation is stored and organized according to PMO standards.
Full Job Description
Job Overview The Program Administrative Assistant will support the Group-3 Portfolio by providing administrative assistance, coordinating office activities, and ensuring the efficient operation of the office. Responsibilities will include managing schedules, arranging meetings, arranging travel, preparing reports and purchase requisitions, maintaining program system processes, and communicating with team members and clients. The assistant will play a vital role in maintaining organizational efficiency and supporting the program's administrative needs. Essential Functions Provide administrative support to the Contracts Manufacturing Portfolio program, including scheduling and coordinating meetings, maintaining calendars, and coordinating office activities. Communicate effectively with team members, clients, and subcontractors to support program activities. Facilitate project meetings by preparing agendas, documenting action items, and ensuring timely follow-ups and resolutions. Prepare and edit correspondence, presentations, program reports, and other documents to ensure consistent information flow. Manage and organize files, records, and databases, ensuring data accuracy and confidentiality. Maintain standardization of SharePoint file structure, ensuring final versions of documents are filed appropriately Maintain MS Teams forums and facilitate postings and action item management Coordinate travel arrangements and accommodations via Concur Travel for program staff. Maintain office supplies and equipment, ensuring availability and functionality. Organize, facilitate, and support program events and meetings, including logistics and catering. Track corporate credit card program for programs team Run select reports and distribute to managers Assist program managers with maintenance of customer organizational charts, stakeholder management plans, and communications management plans Take meeting minutes for all official program meetings Extensive coordination with corpora
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