Project Management Administrative Assistant

Job Title: Program Management Administrative Assistant

PR: $30.31/hr

Hours: 7a-4p, M-F w/ some OT

Norfolk, VA

This role is open ONLY to US Citizens as all candidates must be eligible for secret security clearance (US Security clearance requires US Citizenship). Please note, clearance isn't required to start (only eligibility). Candidates who are Permanent Residents (Green Card Holders), TN visa holders, H1B or F1 (OPT/CPT) candidates are NOT permitted in this role. This role is NOT open to corp2corp (C2C) or corp2hire (C2H).


Position Summary

The Program Management Administrative Assistant provides critical administrative support to the Program Management Office (PMO) at Norfolk Maritime Solutions. This role ensures the efficient operation of projects by maintaining accurate records, coordinating communications, and supporting internal, external, and corporate stakeholders. The position requires strong organizational skills, attention to detail, and the ability to thrive in a fast-paced, dynamic environment with shifting priorities.

Key Responsibilities

• Provide administrative support to the PMO to ensure smooth project operations
• Maintain accurate and up-to-date records, reports, and databases
• Coordinate communication among project managers, superintendents, schedulers, and stakeholders
• Prepare documents, presentations, and correspondence as needed
• Manage schedules, meetings, and project-related documentation
• Track action items and follow up to ensure timely completion
• Handle sensitive information with discretion and confidentiality
• Support process improvements and administrative efficiencies

Required Experience

• 3+ years of administrative experience, preferably supporting project management, business operations, or executive leadership
• Experience working in a fast-paced environment with multiple priorities

Required Skills

• Excellent organizational and time management skills
• Shipyard or maritime industry experience
• Proficiency in Microsoft Office Suite
• Ability to maintain confidentiality and handle sensitive information

Preferred Skills

• Experience with project management tools (e.g., MS Project, Asana, Trello)
• Familiarity with document management systems
• Professional certifications such as:
• Project Management Professional (PMP) or CAPM
• Certified Administrative Professional (CAP)

Education

• High school diploma or equivalent required

EOE (including Disability/Veterans)

How to Apply for This Job:

To apply for this position, please follow these steps: Apply for this job with your current resume. We'll get back to you the same day with some feedback on your application. Next you'll be invited to an online screening conversation so we can go over the job requirements together and you can ask questions. After this stage we'll give you more feedback on your application and select the candidates to move forward in the process. Typically steps 1 to 4 takes less than 24 hours.

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