Administrative Assistant

Summary

Join BayNova as an Administrative Assistant supporting a government client, working remotely with occasional travel. You will collaborate with Program, Project Managers, and Scrum Masters on daily administrative and functional tasks, exhibiting problem-solving and data analysis skills. Responsibilities include coordinating logistics for events, acting as a primary point of contact, managing executive calendars, preparing documents, and assisting with project tracking using Atlassian tools. The ideal candidate possesses exceptional communication, strong attention to detail, and thrives in fast-paced environments. This role requires a Bachelor’s degree, 3+ years of relevant experience, and proficiency in various software applications.

Requirements

• 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
• Must be a U.S. citizen
• Must pass a background investigation

Responsibilities

• 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

Preferred Qualifications

Understanding of software development life cycles is preferred