Job Description

The duty location for this position is in Huntsville, AL, with a to-be established office located in the Huntsville City region. A remote capacity will be considered for this position only prior to the established office.

We are seeking an organized and tech-savvy Program Support Assistant to support our Huntsville office operations. This role is ideal for a self-starter who excels in data organization, scheduling, and coordinating business development information using software tools such as Federal Compass, GovWin and Microsoft Excel. The selected candidate will assist the Vice President, and project leads with administrative and information management tasks to keep the office running efficiently and ensure that project and opportunity data are up to date. The position may begin in a hybrid or remote capacity until our Huntsville office location is fully established.

• Office Facilitation:
  • Serve as the local point of contact for Huntsville office communications and logistics.
  • Assist in onboarding new local staff in coordination with home office human resources department
  • Order and maintain office supplies
• Administrative and Scheduling Support:
  • Manage and maintain executive calendars, scheduling meetings and appointments
  • Handle incoming phone calls and emails, responding or redirecting as appropriate
  • Prepare and edit correspondence, reports, and presentations
  • Coordinate travel arrangements and prepare itineraries
  • Assist with event planning and coordination, including client visits to the office
• Information Management and Capture Support:
  • Organize and maintain paper and electronic filing systems, including within the team’s shared network drive
  • Develop and maintain spreadsheets and data tables for tracking opportunities, deadlines, and proposal milestones
  • Track and organize data from our TSA (Task Schedule Assignment) and internal project schedules.
  • Capture and distribute team meeting notes and action items
  • Review and track the status of GSA E-Buy opportunities
  • Assist in maintaining and updating the Federal Compass and GovWin opportunity databases—monitoring solicitations, due dates, and pipeline development activities
  • Support document control and ensure accurate versioning of proposals, contracts, and project documentation.
  • Ensure contract documents are executed, distributed to all stakeholders, and filed as required
  • Other duties as assigned

Qualifications

• High school diploma or equivalent required; Associate's degree in Business Administration Data Management, or related field preferred
• 3 years of administrative experience preferably in an engineering, architecture, or federal contracting environment
• Advance Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint)
• Familiarity with Federal Compass, GovWin, or similar opportunity-tracking systems strongly preferred
• Strong organizational and time management skills
• Excellent verbal and written communication abilities
• Attention to detail and accuracy in work
• Problem-solving skills and flexibility to adapt to changing priorities
• Ability to work independently as well as being a strong team-player
• Ability to maintain confidentiality and handle sensitive information

Additional Information

Proposed Salary: $39 - 47k annual

Sheladia Associates, Inc. has made the best effort to accurately represent the pay range for this position, however, base pay offered may vary depending on job-related knowledge, skills, and experience, and any applicable cost of living data relevant to the position/candidate.

Other compensation: opportunities for annual increase and bonus, and other types of bonuses

Sheladia provides employees the opportunity to work in a diverse, multi-cultural environment with exposure to and collaboration with multiple disciplines on a variety of projects. You will work in a hands-on, collaborative team environment.

Benefits (for qualified full-time employees)

401(k)
401(k) matching
Dental insurance
Employee assistance program
Life insurance
Long-term disability
Medical insurance
Paid holidays
Paid time off
Vision insurance

Sheladia Associates, Inc. is an Equal Opportunity Employer. Compensation commensurate with experience.