Administrative Assistant (Job ID: 987)
Administrative Assistant (Job ID: 987)
Posted on :
25-08-2025
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1 Vacancy
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Job Description
Administrative Assistant
Purpose:
Colonnas Shipyard is seeking an Administrative Assistant for our Shipyard in Norfolk VA.
Job Description:
- Screen and direct telephone calls visitors and incoming correspondence to appropriate personnel.
- Interface with visitors requesting appointments and asking questions.
- Plan for conferences and meetings and assemble established background materials as required.
- Identify and escalate workflow issues and provide clerical support on projects.
- Provide administrative support to work directors and compile daily reports.
- Compose and maintain various types of correspondence such as phone messages email fax and letters; maintain electronic and hard copy filing system.
- Create spreadsheets and manage databases by selecting the guideline or reference that fits the specific case.
- Generate technical/non-technical correspondence such as office policies procedures and guidance requests for information letters of accomplishment commendation notification reports and presentations as requested.
- Establish and/or maintain soft and hard copy of various office documentation research information and operate modern office equipment and software.
- Generate meeting agendas coordinate times and locations and any other logistical and clerical support to schedule meetings.
- Attend meetings/proceedings and produce documents.
- Prepare special or one-time reports summaries or replies to inquiries selecting relevant information from a variety of sources such as reports documents correspondence and other offices.
- Research requested administrative issues or problems and relay findings to employees and management.
- Review recommend and establish standard administrative practices and procedures within the department. Ensure the standardization of administrative practices throughout the codes.
- Direct oversee and maintain department correspondence routing message handling and filing systems; screen correspondence received on controlled routing to ensure proper routing within the department. Distribute correspondence as required.
- Consolidate department inputs to create and prepare official correspondence spreadsheets reports agenda items briefing folders presentations charts etc. for submission in requested format (Word Excel Power Point etc.).
- Order materials used per job to keep material stock full.
- Ensure Electronic Files for Vessels is accomplished and documented in appropriate location on shared drive.
- Maintain and update tracking reports and files. Scan and file as required.
- Use standard business knowledge and practices to perform routine administrative duties for the organization department etc.
Qualifications:
- Must have a HS Diploma or equivalent and at least 2 years of related experience.
- Must be proficient in the use of Personal Computers (PCs) and word processing and data entry software with a strong focus on Excel Word and PowerPoint.
- Must have outstanding organizational skills (time management and follow up).
- Must have strong written and verbal communication skills.
- Must have the ability to compile and analyze data plus pull reports from various systems with strong attention to detail and accuracy.
- Must have the ability to work within a fast paced and highly entrepreneurial organization.
- Must have excellent attendance and flexibility with schedule to arrive early/stay late to meet critical deadlines sometimes with little notice.
- Must demonstrate initiative strong multi-tasking skills good judgment sense of urgency and professionalism.
- Must be able to work both in a team environment and independently.
Preferred Qualifications:
- Experience working in an industrial shipyard engineering or construction environment preferred.
Travel Requirements:
- Minimal Travel; 10% or less.
Physical Requirements:
- Remaining in a stationary position often standing or sitting for prolonged periods.
- Must be physically agile to perform tasks in naval ships. Able to work on and climb ladders work in extreme temperature environments aboard ships in shipyards under industrial conditions and in confined spaces including enter and moving through manholes.
- While performing the duties of this job you may frequently be required to stand walk & sit; use hands or fingers; handle or feel; talk and required to reach with hands and arms climb and balance stoop squat kneel twist and crawl.
- Able to sit and work on a computer for long periods of time.
- Moving about accomplishing tasks or moving from one worksite to another.
- Communicating with others to exchange information.
- Light work that includes moving objects up to 20 pounds.
Respect Pride Truth Family These are our VALUES and the guidelines that make us a leader in our industry. We are pleased and confident in stating that our skilled employees are among the most respected experts in the ship repair industry.
Colonnas Shipyard Inc. and its divisions are committed to ensuring equal employment opportunities for all job applicants and employees. Employment decisions are based upon job-related reasons regardless of an applicants race color religion sex sexual orientation gender identity age national origin disability marital status genetic information protected veteran status or any other status protected by law.
Additionally Colonnas Shipyard provides a variety of benefits to support your best health wellness and future to include medical/dental/vision options company paid disability insurances 401k with match legal services as well as company paid holidays and paid time off (PTO).
Employment Type
Full Time
Key Skills
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