Job description
BayNova is seeking a talented and highly motivated Administrative Assistant to support an important government client. The position will work with Program Managers, Project Managers and Scrum Masters to lead day to day administrative and functional duties. Takes ownership of tasks during the full life cycle and exhibit excellent problem solving and data analytic skills. This position will be worked remotely with occasional travel.
Description:
- We are seeking a dynamic and highly organized individual to join our team as Project Coordinator with executive administrative skills.
- The position will require working closely with Program and Project Managers as well as Scrum Masters to lead day-to-day administrative and functional duties such as researching, tracking, organizing, analyzing and presenting a wide range of data from program staff as well as customers.
Additional responsibilities include providing comprehensive administrative support to our executive team while also managing and coordinating various projects across the organization.
- The ideal candidate will possess exceptional communication skills, strong attention to detail, ability to thrive in a fast-paced environment, excellent problem solving and data analysis skills, as well as a proven ability to work independently.
Essential Functions & Duties:
- Assist with onboarding new employees by coordinating orientation schedules and preparing welcome materials.
- Coordinate logistics for internal events, workshops, and conferences, including venue election, catering, and audiovisual equipment setup.
- Act as a primary point of contact for internal and external stakeholders, including screening calls and responding to inquiries.
- Assist with special projects and initiatives as assigned by the executive team.
- Manage calendars, schedule meetings, and coordinate travel arrangements for executives.
- Prepare and organize documents, reports, and presentations for internal and external meetings.
- Define and record current and future business processes and identify potential improvements.
- Assist project managers in recording project meeting minutes, maintain project life-cycle documentation and tactical and strategic project tracking systems, primarily Atlassian Confluence, Jira and Portfolio.
- Create, manage and coordinate unified team planning and review sessions
- Manage existing and define new business process flows to identify improvement opportunities.
- Assist in personnel administration processes as needed.
- Communicate in writing and verbally with internal and external customers.
- Complete tasks as assigned within deadlines.
- Participate in peer reviews.
- Other duties as assigned.
Skills, Qualifications and Certifications of Best Candidates:
- Bachelor’s degree in management, computer science or related field.
- 3+ years of experience in government or corporate environment as project coordinator, PMO administrator or equivalent experience preferred
- Experience with Agile principles.
- Proficiency in Jira, Confluence, MS Project or similar project tracking tools.
- High proficiency in MS Excel and MS PowerPoint.
- High proficiency with presentation and web communication tools.
- Excellent written and verbal communication skills and ability to interact with all levels of staff.
- Self-starter with strong self-management skills.
- Ability to organize and manage multiple priorities.
- Customer service oriented.
- Understanding of software development life cycles is preferred.
Citizenship or Work Authorization Required:
- Must be a U.S. citizen
- Must pass a background investigation.
