Program Administration Specialist

AEVEX; Tampa (FL); On-site; USD 42,000 - 54,000; Full time

Job summary

AEVEX is seeking an Program Administrative Assistant to support the Group-3 Portfolio by handling scheduling, travel planning, document preparation, and meeting coordination. You will ensure accurate records, maintain program systems, and communicate with team members and clients to keep operations running smoothly.

The ideal candidate has 3+ years of administrative experience, proficiency in MS Office and SharePoint, and a proactive approach to process improvement.

Qualifications

• High School Diploma required.
• AA or Bachelor's Degree desired.
• 3+ years administrative support experience, preferably in a program or project management environment.
• Proficient in Microsoft Office Suite and Adobe products.
• Experienced with ERP programs and travel management systems like Concur Travel.

Responsibilities

• 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 corporate and customer leaders and admins.
• Welcome and manage onsite visitors.
• Deliver timely, accurate, 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.

Skills

Customer service

MS Office Suite

Administrative support

Concur Travel

ERP systems

Written & verbal communication

Multitasking

Attention to detail

Independent work

Security awareness

Education

High School Diploma

AA or Bachelor's

Tools

SharePoint

Adobe products

Concur Travel

ERP systems

Job description

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.

Responsibilities

• 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 corporate and customer leaders and admins.
• Welcome and manage onsite visitors.
• Deliver timely, accurate, 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.

Standard Essential Functions

• 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.

Qualifications and Competencies

• Excellent Customer Service/Support Skills/Organizational Abilities.
• Proficient in Microsoft Office Suite (Excel, Word, PowerPoint, Access, Teams, and SharePoint) and Adobe products.
• Experienced in administrative support, including expense reporting, purchase requisitions, and meeting coordination.
• Experienced with ERP programs and travel management systems like Concur Travel.
• Skilled in written and verbal communication, customer service, and organizational abilities.
• Strong multitasking, problem-solving, and prioritization skills in fast-paced environments.
• Detail-oriented, ensuring accuracy, confidentiality, and data integrity.
• Self-starter with sound judgment; capable of working independently with minimal supervision.
• Knowledgeable in security and safety protocols.
• Collaborative team player with excellent interpersonal skills.
• Committed to professionalism, proactive responsiveness, and process improvement.
• Adept at contributing to projects and achieving goals through initiative and adaptability.

Education / Certifications

• High School Diploma required.
• AA or Bachelor's Degree desired.

Experience

• 3+ or more years of administrative support experience, preferably in a program or project management environment.

Physical Requirements

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties the employee is:

• Frequently required to sit, and to reach to use computers and other office equipment.

Security Clearance

• Ability to obtain/maintain a Secret DoD clearance, U.S. Citizenship required.
• Ability to obtain/maintain a Top Secret/SCI DoD clearance preferred.

Benefits

AEVEX provides a full suite of comprehensive benefits, including a 401(k)-retirement plan, comprehensive Medical, Dental, Vision, Disability and Life insurance group coverage with a portion of the premiums paid by the company, professional development funds, and an Employee Assistance Plan (EAP) with counseling, legal help, child and elder care support, among other benefits for qualified employees.

Equal Opportunity Employer

AEVEX Aerospace is an Equal Opportunity employer. We are committed to providing equal employment opportunities to all employees and applicants without regard to race, religious creed, color, sex (including pregnancy, breast feeding and related medical conditions), gender, gender identity, gender expression, sexual orientation, national origin, ancestry, citizenship status, military and veteran status, marital status, age, protected medical condition, genetic information, physical disability, mental disability, or any other protected status in accordance with all applicable federal, state and local laws.