Administrative Assistant

• Provide responsive day-to-day administrative support to the Project Manager, Task Lead, course teams, and other personnel performing the training effort.
• Schedule project, course-planning, design-review, logistics, and stakeholder meetings; prepare and distribute calendar invitations and connection or location information using approved platforms.
• Draft and distribute meeting agendas at least two business days before meetings and prepare accurate meeting minutes, decisions, action items, owners, and due dates within five business days after meetings.
• Maintain project logs and trackers for actions, decisions, risks, issues, deliverables, approvals, course status, schedules, materials delivery, supplies, and lessons learned.
• Support the Integrated Master Schedule and per-course schedules by tracking milestones, dependencies, due dates, review periods, client feedback, and approved changes across multiple concurrent course workstreams.
• Collect status information from team members and assist in preparing accurate Monthly Status Reports, including accomplishments, upcoming activities, risks and issues, staffing, schedule status, course budget summaries, materials-delivery information, and approved print or shipping exceptions.
• Maintain per-course budget worksheets and supporting records by compiling approved travel estimates, authorized supply information, estimated and actual expenditures, remaining funds, vendor details, invoice information, and required approvals for Project Manager review.
• Maintain Course Materials Delivery Logs and Supply Procurement Logs, including materials or items, quantities, delivery or purchase dates, recipients, vendors, invoice numbers, amounts, and confirmation of receipt.
• Coordinate electronic distribution of approved course materials and pre-course information through client-approved email, SharePoint, shared-drive, LMS, or other authorized methods; verify receipt and promptly escalate access or delivery problems.
• Support client-directed course logistics by tracking dates, delivery formats, participant numbers, material requirements, facility information, shipping approvals, access needs, and changes communicated by the client-designated Project Manager.
• Assist with participant administration when requested, including rosters, communications, evaluation records, test-score files, certificates or completion of documentation, and training participant reports.
• Format, proofread, and quality-check correspondence, reports, plans, meeting records, worksheets, logs, and other Microsoft Office or PDF deliverables for completeness, consistency, accuracy, and professional presentation.
• Coordinate internal review, approval, submission, and acknowledgment of deliverables; maintain a current record of versions, due dates, transmittals, reviewer comments, dispositions, and Government acceptance.
• Organize project records and editable source files using approved naming conventions, folder structures, access controls, and version-control practices so current documents can be located and reproduced efficiently.
• Support paperless-first operations and use printing or physical shipping only when authorized; retain the written approval and information required for monthly reporting.
• Protect client information and Government-furnished materials by using only approved tools and platforms and complying with project security, privacy, records-management, copyright, and information-handling requirements.
• Monitor competing deadlines, follow up with responsible personnel, identify emerging administrative or logistics constraints, and elevate matters requiring Project Manager or client action.
• Perform other duties within the scope of the position and contract requirements

High school diploma or GED.

• One to two years of experience as an administrative assistant, project coordinator, executive assistant, program assistant, or in a comparable role with a bachelor's degree; at least six years of comparable experience without a bachelor's degree.
• Demonstrated experience coordinating meetings, calendars, agendas, minutes, action items, deliverable schedules, and project records for a multidisciplinary team.
• Intermediate proficiency with Microsoft Word, Excel, PowerPoint, Outlook, and Teams, including document formatting, spreadsheets, tables, calendars, shared files, and virtual meetings.
• Experience maintaining accurate logs, trackers, budgets, invoices, procurement records, delivery records, or other detailed administrative documentation.
• Strong command of written English and demonstrated ability to proofread and revise professional documents for grammar, clarity, consistency, completeness, and formatting.
• Excellent organization, time-management, follow-through, and prioritization skills, with the ability to manage multiple concurrent deadlines and changing requirements.
• Strong verbal communication, customer service, collaboration, analytical, and problem-solving skills, with sound judgment regarding when to escalate an issue.
• Ability to handle sensitive Government information and project records discreetly and to follow security, privacy, records management, and document-control procedures.
• Ability to work independently in a primarily remote, multidisciplinary federal delivery environment and provide in-person support when authorized or directed.
• Ability to obtain and maintain the security and system access approvals required for a Tier 2 Sensitive Moderate Risk position, including completion of required security, privacy, records management, and role-based training.
• Authorization to work in the United States without current or future employer sponsorship.

• Experience supporting federal agencies, particularly public health, training, or regulated programs.
• Experience supporting instructional design, course development, training delivery, conferences, webinars, or other learning program operations.
• Experience with SharePoint, OneDrive, Adobe Acrobat, learning management systems, secure file transfer methods, or comparable collaboration and records platforms.
• Familiarity with Section 508 accessibility requirements and accessible Microsoft Office and PDF document practices.
• Experience supporting budget tracking, travel planning, supply procurement, shipping, invoice reconciliation, or course-material logistics.
• Training or certification in project coordination, office administration, records management, Microsoft Office, or related discipline.

APV is an Equal Employment Opportunity employer.

All qualified applicants are considered without regard to race, color, religion, sex, national origin, age, disability, genetic information, sexual orientation, gender identity, veteran status, or marital status.