POSITION: Administrative / Program Support Project Manager
LOCATION: Alexandria, VA (On-Site)
CLEANRENCE REQUIRED: Public Trust
The Administrative / Program Support Project Manager provides high-level administrative, project coordination, and communications support to ensure smooth daily operations. This role manages schedules, prepares reports and correspondence, coordinates meetings and stakeholders, and maintains data and documentation systems. The position requires strong writing, organizational, and analytical skills, along with the ability to work efficiently in a fast-paced environment while maintaining professionalism and compliance with federal standards.
Administrative & Operational Support
Required Qualifications
LOCATION: Alexandria, VA (On-Site)
CLEANRENCE REQUIRED: Public Trust
The Administrative / Program Support Project Manager provides high-level administrative, project coordination, and communications support to ensure smooth daily operations. This role manages schedules, prepares reports and correspondence, coordinates meetings and stakeholders, and maintains data and documentation systems. The position requires strong writing, organizational, and analytical skills, along with the ability to work efficiently in a fast-paced environment while maintaining professionalism and compliance with federal standards.
Administrative & Operational Support
- Manage the day-to-day administrative affairs of the client or program office.
- Maintain executive calendars, including scheduling, prioritizing, and resolving conflicts.
- Coordinate administrative tasks and oversee designated administrative operations.
- Answer, screen, and route incoming communications appropriately.
- Maintain stakeholder contact lists and distribution groups.
- Ensure effective document and records management practices.
- Assist with travel, training requests, and reimbursement processing.
- Support planning, coordination, and execution of projects and initiatives.
- Track tasks, timelines, and deliverables across multiple workstreams.
- Coordinate meetings, interviews, panels, and events with internal and external stakeholders.
- Prepare meeting agendas, materials, and detailed meeting minutes.
- Establish and maintain strong working relationships with staff, contractors, and stakeholders.
- Draft, edit, and finalize a variety of written materials, including:
- Official memos
- Internal and external correspondence
- Policies and reports
- Draft email responses and communications on behalf of leadership.
- Ensure all communications meet federal standards, including Plain Writing Act and Section 508 compliance.
- Maintain templates and communication resources.
- Communicate with professionalism, diplomacy, and tact at all times.
- Accurately enter and manage data in databases and tracking systems.
- Compile and analyze program data to support reporting needs.
- Develop and format reports, presentations, and spreadsheets.
- Prepare daily, weekly, and monthly metrics reports (e.g., social media, web analytics).
- Provide insights and recommendations based on performance metrics.
- Minimum 5 years of experience in administrative coordination, project management, or related roles.
- Minimum 5 years of professional writing and editing experience, including drafting formal documents.
- Minimum 5 years of experience with data entry, tracking systems, and report generation.
- Demonstrated ability to manage multiple priorities in a fast-paced, deadline-driven environment.
- Strong written and verbal communication skills with exceptional attention to detail.
- Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint).