Project Management Administrative Assistant (On-site)

HEPCO is seeking a highly organized and detail-oriented Project Management Administrative Assistant for our client. This position supports the Program Management Office (PMO) and plays a key role in ensuring the smooth coordination of projects, documentation, and communication across internal teams, corporate stakeholders, and external partners.

This is a fast-paced, dynamic environment where priorities shift and deadlines matter. The ideal candidate is proactive, adaptable, and able to work independently with minimal supervision while maintaining a high level of accuracy and professionalism.

Position Description
As a Project Management Administrative Assistant, you will provide administrative and operational support to the PMO. You will maintain accurate project records, assist with reporting, coordinate communications, and support project managers and related stakeholders to ensure efficient program execution.

Key Responsibilities

• Provide administrative support to the Program Management Office
• Maintain accurate and up-to-date records, reports, and databases
• Support project documentation, tracking, and reporting efforts
• Coordinate communication between project managers, superintendents, schedulers, corporate teams, and external stakeholders
• Assist with preparing presentations, reports, and correspondence
• Manage and organize files within document management systems
• Handle sensitive information with discretion and confidentiality
• Support process improvements and help resolve administrative or documentation issues

Required Skills

• Excellent organizational, time management, and communication skills
• Proactive, flexible, and able to work independently with minimal supervision
• Ability to interact effectively with project managers, superintendents, schedulers, and stakeholders
• Advanced proficiency in Microsoft Office Suite including SharePoint, Excel (advanced), Word, PowerPoint, and Outlook
• Strong attention to detail and accuracy
• Ability to maintain confidentiality and handle sensitive information
• Strong analytical and problem-solving skills
• Ability to maintain accurate project records and databases
• 3+ years of administrative experience, preferably supporting project management, business operations, or executive teams
• Experience working in a fast-paced environment with multiple priorities and deadlines
• High school diploma or equivalent

Preferred Skills

• Shipyard or maritime industry experience
• Experience with project management software such as MS Project, Asana, or Trello
• Familiarity with document management systems
• Project management certification such as PMP or CAPM
• Certified Administrative Professional or similar certification
• Associate’s or Bachelor’s degree in Business Administration, Communications, or related field

Benefits:

• Health Insurance
• 401k

Pay Range: $26.00 - $31.00 per hour (Depending on experience and qualifications)

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All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, gender expression, marital status, national origin, age, veteran status, disability, or any other protected class.