TOTE Services · 1 day ago
Administrative Project Assistant - Shipbuilding
Philadelphia, PA
Full-time
Onsite
Mid Level
3+ years expTOTE Services is a leading U.S.-based company specializing in vessel construction management and ship management. They are seeking an Administrative Project Assistant to support the Vessel Construction Management Project Team by managing contract documents, facilitating communications, and providing administrative support.
Shipbuilding
No H1B
Security Clearance RequiredU.S. Citizen Only
Responsibilities
Promote the TOTE Services safety culture and adhere to all safety guidelines. Make safety a priority in everything we do and seek opportunities for continuous improvement
Receive, organize, and streamline project communications to support required deliverable submissions for contract compliance
Schedule and facilitate regular meetings between key stakeholders. This may require the candidate to create meeting agendas, PowerPoint Presentations, and capture/distribute detailed meeting minutes and action items
Provide organizational and administrative support to the VCM Team in achieving program goals, which include reviewing, improving, and potentially developing internal processes to support VCM activities and other administrative functions
Assists in developing work products such as, status reports, meeting materials, schedules, trackers, and other program deliverables in support of contract requirements
Provide superior record keeping and documentation control to promote the retention and organization of program documents
Assist with coordinating of shipyard tours for visitors, subcontractors and U.S. Government officials
Undertake other relevant duties and projects as appropriate to support the Shipbuilding Program
Qualification
Required
High school diploma or equivalent required
Must be eligible to possess DOD SECRET security clearance
Excellent organizational skills and attention to detail
Proficiency in the Microsoft Office Suite Programs including SharePoint
Superior oral communication skills and exceptional written skills, with the ability to draft and edit a wide variety of materials for different stakeholders
Ability to effectively coordinate multiple projects in various stages of completion that may vary in nature and scope
Ability to organize, manage, and coordinate their administrative work within a shipyard project team environment
Ability to prepare and interpret schedules, charts, and management plans
Ability to establish and maintain effective working relationships with internal/external business partners
Ability to evaluate process effectiveness and develop changes or alternatives
Ability to assist preparation, monitor and administer budgets
Ability to multitask and occasionally work within critical time constraints
Ability to work independently and under limited supervision
Preferred
3 to 5 years of administrative experience in an office environment
Company
TOTE Services
TOTE Services provides crewing, operation and management services for third-party ship owners.
501-1000 employees
Funding
Current Stage
Late StageLeadership Team
Jeff Dixon
President
Recent News
The Philadelphia Inquirer
2025-08-27
News is My Business
2025-01-16
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