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    Program Admin Assistant - New Orleans, United States - Birdon America, Inc.

    Birdon America, Inc.
    Birdon America, Inc. New Orleans, United States

    3 weeks ago

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    Description

    Job Description

    Job Description

    POSITION DESCRIPTION

    JOB TITLE: WCC Program Administrator

    MANAGER: President / Ship Design Director

    FLSA JOB STATUS: Full-time exempt, based in New Orleans, LA

    HOURS WORKED: ~40+ Per week

    TRAVEL REQUIREMENT: N/A

    Our Values Customer Driven ∙ Trust ∙ Family Culture ∙ Make it Happen Our values are embedded in our organization and form the basis of our business planning, recruitment processes, training, and leadership. Our Vision Creating certainty for our customers by engineering and delivering the right maritime solutions.

    MAIN DUTIES AND RESPONSIBILITIES:

    · Support WCC Program Team Leaders and team members in day-to-day operations as necessary to meet the requirements of the WCC contract.

    · Provide comprehensive administrative support to WCC Program Managers and team members, including scheduling meetings, coordinating travel arrangements, and managing correspondence.

    · Document Management: Maintain accurate and up-to-date records, including project documentation, meeting minutes, and procurement files. Ensure proper filing and organization of all documents.

    · Communication: Serve as a point of contact for internal and external stakeholders, answering inquiries, and directing communications to the appropriate personnel. Facilitate communication within the program team.

    · Assist in organizing program-related events, such as workshops, conferences, and training sessions. Coordinate logistics and ensure all necessary arrangements are made and setup is complete on day of meeting/event.

    · Assist in monitoring program budgets by tracking expenses, submitting expense reports, reconciling invoices, and preparing financial reports as required.

    · Maintain several logs, rolling action list, drafting and reviewing several documents and ensuring office is equipped with required supplies.

    · Attend and take notes and meeting minutes for a variety of meetings.

    · Populate and Maintain office schedule.

    · Assist the People & Culture team in onboarding new employees.

    · Enter purchase requisitions upon request.

    · Review various documents to ensure grammatical and aesthetic presentation is accurate and in a professional manner.

    · Create and maintain filling systems.

    · Prepare communications, such as memos, emails, invoices, reports, and other correspondence.

    · Performs other related duties as assigned.

    EXPERIENCE:

    · High school diploma or equivalent required. Additional education or certification in office administration or a related field is preferred.

    · Proven experience in administrative support roles, preferably in a fast-paced environment. Experience in the maritime or shipbuilding industry is a plus.

    REQUIRED SKILLS:

    · Organizational Skills: Strong organizational and time management skills with the ability to prioritize tasks and meet deadlines effectively.

    · Communication: Excellent written and verbal communication skills. Ability to interact professionally with individuals at all levels, both internally and externally.

    · Attention to Detail: Keen attention to detail and accuracy in all tasks, including data entry, document management, and correspondence.

    · Technology Proficiency: Proficiency in Microsoft Office suite (Word, Excel, PowerPoint, Outlook) and experience with database management software. Familiarity with project management tools is desirable. Experience with implementation and management of SharePoint sites.

    · Adaptability: Ability to adapt to changing priorities and work effectively in a dynamic environment.

    · Team Player: Strong collaborative skills with the ability to work well as part of a team and independently when necessary.

    · Confidentiality: Ability to handle sensitive information with discretion and maintain confidentiality at all times.

    WORKING CONDITIONS:

    This role is in an office environment and will require:

    · The ability to sit for long periods of time.

    · The ability to lift up to 20 lbs.

    · The ability to effectively communicate via phone/email/in-person

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