Program Operations 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

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.