Program Assistant - EW&C

Position Summary:

 

We are seeking a highly organized and proactive Administrative Assistant / Operations Coordinator to support the Program Director and program team. This role is responsible for administrative task management, coordination of operational activities, employee support, and ensuring timely delivery of program documentation to the customer. The ideal candidate is detail‑oriented, dependable, and comfortable managing multiple tasks in a fast-paced environment.

Essential Duties and Responsibilities:

 

• Provide day-to-day administrative support to the Program Director, including scheduling, correspondence, document preparation, and task tracking.
• Manage new hire onboarding activities, ensuring all required documentation, system access requests, and initial training steps are completed accurately and on time.
• Maintain and update the program’s team roster; compile and submit weekly roster reports to the customer.
• Generate, issue, track, and maintain hand receipts for Government Furnished Property (GFP) and coordinate updates for any movement or transfer of equipment.
• Serve as a first point of contact for employee inquiries; research and resolve issues when able, and escalate items to the Program Director as needed.
• Assist with tracking program actions, deliverables, and deadlines to support operational continuity.
• Maintain organized digital and physical records, ensuring compliance with program, corporate, and customer requirements.
• Support additional administrative and operational tasks as assigned to enable efficient program execution.
• Manage the timely collection, consolidation and submission of all MAG employee and subcontractor Monthly Technical Status Reports, ensuring completeness and accuracy.
• Ensure accurate and punctual preparation of Weekly Activity Reports.
• Review and approve travel and extended work week requests, ensuring adherence to company policies, joint travel regulations (JTR) and contract requirements.
• Collect, review, archive, and maintain all trip reports in the designated SharePoint repository.
• Monitor and respond promptly to two shared program email inboxes to ensure timely communication and task resolution.
• Support the Program Director and PMO with administrative requirements and routine operational tasks associated with managing a large, fast‑paced team.
• Coordinate conference and meeting bookings, assist with security coordination, and manage detailed logistical arrangements.

Requirements:

 

• Experience providing administrative, program, or operational support in a high‑volume environment.
• Strong organizational skills with the ability to manage multiple tasks, deadlines, and competing priorities.
• Proficiency with Microsoft Office tools, especially SharePoint, Outlook, Word, and Excel.
• Excellent written and verbal communication skills, including professional email management.
• Ability to review documents for accuracy, completeness, and compliance.
• Demonstrated ability to work both independently and collaboratively in a fast‑paced, deadline‑driven setting.
• Ability to handle sensitive information with discretion.

 

Preferred:

 

• Experience supporting a Government contract or task order, particularly with 100+ personnel.
• Familiarity with SPOT, APACS, or other travel authorization systems.
• Prior experience submitting documentation to a COR or working within COR oversight requirements.
• Knowledge of defense, government contracting, or operational support environments.
• Experience coordinating travel, meetings, and security requirements.
• High-volume task management
• SharePoint and database management
• Associate’s degree preferred.

 

Clearance:

• Active Secret or abiilty to get interim Secret within 2 weeks prior to start date.

 

 

Education and Certification Requirements:

• HS Diploma
• 1 year of relevant experience required.

 

Work Location & Telework Policy:

This position requires regular on-site support. Employees are expected to work in the office a minimum of three days per week, with Monday and Tuesday designated as mandatory in-office days. Friday is generally observed as a telework day for the team when operational requirements permit.  Situational telework may be authorized at the discretion of the Program Director based on mission needs. Some mission requirements may override a planned telework day and require the employee to report on-site (for example, to support off-boarding activities or other program-driven requirements). Telework flexibility is a privilege based on performance and mission alignment and may be revoked at any time.

Special Note:

The position is contingent upon candidate’s ability to meet physical and medical requirements as needed by the position; including compliance with all applicable federal, state, and local jurisdictional requirements.

Benefits and Compensation: At MAG Aerospace, we value your contributions providing our employees with a robust Total Rewards package that supports your total well-being. Full-time and part-time employees working at least 30 hours a week on a regular basis are eligible to participate in MAG's Total Rewards programs. Our offerings include health, life, disability, financial, and retirement benefits as well as paid leave, professional development, and tuition assistance. Individuals that do not meet the threshold are only eligible for select offerings not inclusive of health benefits. We encourage you to learn more about our Total Rewards Program by visiting the Resource page on our Careers site: https://www.magaero.com/benefits/. Salary at MAG Aerospace is determined by various factors including but not limited to location, the particular combination of education, knowledge, skills, competencies, and experience as well as contract-specific affordability and organizational requirements. The projected compensation range for this position is $50,000 to $75,000 (annualized USD). The estimate displayed represents the typical salary range for this position and is just one component of MAG's total compensation package for employees.