Administrative Assistant III- Chicago, IL

2 weeks ago

Norcross, United States IBEX IT Business Experts Full time
EOE Statement
We are an equal employment opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status or any other characteristic protected by law.

About the Organization
IBEX IT Business Experts (IBEX) is an award-winning Professional Services firm specializing in Training, Certification, Learning & Development, Consulting, Support Services & IT Solutions.
IBEX IT Business Experts

IBEX is a proven reliable, responsive contractor with exceptional internal subject matter experts and an extensive network of qualified partners and consultants. Our focus is on supporting and promoting world-renowned, industry-recognized frameworks and standards. In doing so, we help our clients develop world-class, business-centric services and business change environments.

IBEX is an 8(a) and Women-Owned Small Business (WOSB), certified through the Small Business Administration (SBA) and the Women's Business Enterprise National Council (WBENC) respectively. In 2020, IBEX obtained ISO 9001:2015 certification for its Quality Management System. In 2021, the Inc. 5000 list identified IBEX as one of the fastest growing small businesses in America for the fourth year in a row.

IBEX has a strong level of past performance with IT Best Practices, Learning Solutions, and Support Services. Our consultants and trainers are highly sought after by clients including the COX Enterprises, US Army, US Air Force, Centers for Disease Control and Prevention (CDC), and National Aeronautics and Space Administration (NASA).

Category
Administration

Description

IBEX IT Business Experts (IBEX) is a nationally recognized project management, training, and professional services firm focused on supporting the needs of both government and commercial sectors. IBEX is an award-winning 8(a) and Women-Owned Small Business (WOSB) with the Inc. 5000 list identifying IBEX as one of the fastest-growing companies for four years in a row. Additionally, we are a past recipient of the American Express 'On the Rise' Government Contractor of the Year award. In 2021, we were named to the Georgia Fast 40 list of fastest-growing companies in the state. IBEX has grown substantially year over year since its founding in 2012.

At IBEX, our core values are exemplified through our people, products, processes, and daily activities If you have the skills, experience, and alignment with these core values, this position is for you

  • Passion for Success
  • Intentionally committed to diversity of thought
  • Inclusive of all people and perspectives
  • Do the right thing, even when no one is watching
  • Improving businesses & communities through collaborative solutions
JOB DESCRIPTION

Position: Administrative Assistant III

Reports To: Corporate Project Manager

Location: Chicago, IL

Type: Full-time, Contract, SCA

Hours: 8-hour shift, starting as early as 7am and ending as late as 6pm

Job Summary: The Administrative Support III will support TRS as well as other organizations within FTA. The Administrative Support III shall have significant experience in the administrative area with a demonstrated knowledge of office policies, processes, and procedures and the ability to rapidly grasp newly assigned processes and procedures. It is imperative that the Administrative Support III exercises confidentiality, discretion, and the ability to be a team player while remaining flexible and adaptable to changing priorities. Front office support and mentorship of junior Contractor staff with administrative tasks may also be required of the Administrative Support III.

Minimum Qualifications:
  • 5 years of experience performing office administration duties without day-to-day direction
  • Experience supporting senior-level managers with additional significant experience communicating with individuals at all levels, both orally and in writing.
  • Accurate typing of at least 35 wpm
  • Highly proficient in grammar, spelling, punctuation, and preparation /proofreading of all standard/executive-level office documents.
  • Highly proficient in the use of current Microsoft products such as PowerPoint, Word, Excel, Outlook, Skype, Access, SQL, SharePoint, current web browsers, Adobe Acrobat, and scheduling/navigating conference applications (i.e., Adobe Connect, PolyCom VTC), automated administrative tracking management systems (i.e., travel management, time, and attendance).
  • Familiarity with the Government Style Manual.
Responsibilities:
  • Serve as senior administrative support for the office, provides excellent customer service, and professional courtesies to all customers and stakeholders.
  • As required, provide executive assistance for the office Executive(s).
  • Display strong critical thinking skills and demonstrate clear judgment and independent decision-making capabilities.
  • Perform assigned administrative tasks, including, but not limited to, schedule meetings, follow-up requests, prepare executive packages, minutes of meetings, and distribute these materials prepares timecards and travel documents.
  • Maintain designated office calendars and schedules, appointments, onsite/off-site meetings, based upon own initiative through personal knowledge of workload and current issues of importance.
  • Work independently to complete tasks and/or work products with limited guidance.
  • Work effectively when priorities change and quick adjustments in work assignments and responsibilities are temporarily necessary.
  • Work on and prioritize multiple assignments.
  • Proactively identify assignments.
  • Produce requested work products that require minimal revision.
  • Prepare/type correspondence, reports, records, and technical papers, such as tables, charts, graphs, presentations, and government forms and requisitions.
  • Prior to the material being presented for executive signature, provide expert proofreading outgoing correspondence to ensure proper format and conformance with procedural instructions, and screen for grammar, spelling errors, punctuation, and content. Review package content to ensure that all necessary incoming and background material is attached to the file.
  • Reply to general inquiries that do not require technical knowledge of senior-level staff or programs under the control of the requesting office- such as letters of acknowledgment, acceptance of invitations, and cancellations. On behalf of the office, follow up on routine correspondence of a non-technical nature.
  • Search for, assemble, and summarize information from management systems, files and other documents as requested by the executive or office staff in order to reply to correspondence, prepare reports, briefing papers, etc.
  • Make travel arrangements for personnel as requested, such as- hotel and rental car reservations, plane and train tickets, travel advances, travel authorization requests, travel vouchers, and itineraries.

Work Environment: This job operates in a professional office environment. This role routinely uses standard office equipment.

Physical Demands: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee is occasionally required to stand; walk; sit; use hands to finger, handle, or feel objects, tools or controls; reach with hands and arms; climb stairs; talk or hear. The employee must occasionally lift or move office products and supplies, up to 20 pounds.

IBEX IT Business Experts, LLC (IBEX) provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability or genetics. In addition to federal law requirements, IBEX?complies with applicable state and local laws governing nondiscrimination in employment in every location in which the company has facilities. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.??

IBEX?expressly prohibits any form of workplace harassment based on race, color, religion, gender, sexual orientation, gender identity or expression, national origin, age, genetic information, disability, or veteran status. Improper interference with the ability of IBEX's employees to perform their job duties may result in discipline up to and including discharge.?

Full-Time/Part-Time
Full-Time

Location

Exempt/Non-Exempt
Non-Exempt

Hiring Manager(s)
Andrea Garza

This position is currently accepting applications.

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