Administrative Specialist - Talent Pool

Phoenix Group of Virginia, Inc.; Chesapeake (VA); On-site; USD 52,000 - 75,000; Full time

Job summary

Phoenix Group of Virginia, Inc. seeks an IPT Recorder to support Integrated Product Team activities at SUPSHIP Newport News for Navy inactive ship and vessel disposition programs.

This role handles meeting management, documentation, and action-item tracking across multi-stakeholder program environments. The ideal candidate is highly organized, detail-oriented, and experienced in government or defense programs, with the ability to prepare status reports and coordinate schedules.

Qualifications

• Bachelor’s degree in Business Administration, Communications, Program Management, or related field or equivalent combination of education and experience.
• Experience supporting IPTs, program reviews, or Navy/NAVSEA environments.
• Familiarity with government contracting terminology, CDRLs, and program documentation requirements.

Responsibilities

• Serve as the official recorder for IPT meetings, working groups, and program reviews.
• Capture, organize, and distribute meeting minutes, action items, decisions, and follow-ups.
• Maintain and track open action item logs and ensure timely closure.
• Coordinate meeting logistics including scheduling, agendas, attendance tracking, and distribution of materials.
• Maintain organized records of program documentation in accordance with requirements.
• Support development and maintenance of program schedules and status trackers.
• Interface with SUPSHIP Newport News, NAVSEA, and contractor personnel as required.
• Prepare and distribute program status reports and briefing materials under direction of the Program Manager.
• Assist with contract deliverable tracking and submission coordination.

Skills

Meeting management

Minutes taking

Action tracking

Documentation

Scheduling

Program coordination

Education

Bachelor’s degree

Tools

MS Word

MS Excel

SharePoint

Job description

Phoenix Group of Virginia seeks an IPT Recorder to support Integrated Product Team activities at SUPSHIP Newport News in support of Navy inactive ship and vessel disposition programs. This role is responsible for meeting management, documentation, and action item tracking across multi-stakeholder program environments. The ideal candidate is highly organized, detail-oriented, and experienced working in a government or defense program setting.

Primary Functions

• Serve as the official recorder for Integrated Product Team (IPT) meetings, working groups, and program reviews in support of Navy inactive ship programs.
• Capture, organize, and distribute meeting minutes, action items, decisions, and follow-up assignments in a timely and accurate manner.
• Maintain and track open action item logs; follow up with responsible parties to ensure closure on schedule.
• Coordinate meeting logistics including scheduling, agendas, attendance tracking, and distribution of pre-read materials.
• Maintain organized records of program documentation, correspondence, and deliverables in accordance with program and contract requirements.
• Support development and maintenance of program schedules and status trackers.
• Interface with SUPSHIP Newport News, NAVSEA, and contractor personnel as required to support program coordination.
• Prepare and distribute program status reports and briefing materials under direction of the Program Manager.
• Assist with contract deliverable tracking and submission coordination.

Qualifications

Education

• Bachelor’s degree in Business Administration, Communications, Program Management, or a related field; or equivalent combination of education and experience.

Military Experience

• Experience supporting IPTs, program reviews, or working groups in a Navy or NAVSEA program office environment.
• Familiarity with government contracting terminology, CDRLs, and program documentation requirements.
• Background in shipbuilding, naval programs, or vessel lifecycle management is a strong plus.

Physical Abilities

This is a fully onsite position based in the Chesapeake, Virginia area. Work is primarily office-based with occasional attendance at pier-side or shipyard meetings. Some travel to partner sites or government facilities may be required.