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Administrative Assistant IV-Washington, DC Metropolitan Area

2 months 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

The Company

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. In 2021, and for the fourth year in a row, IBEX was named to the INC 5000 list of fastest-growing companies. Additionally, we are a past recipient of the American Express 'On the Rise' Government Contractor of the Year award and in 2021 was 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/services, processes, and daily activities If you have the skills, experience, and align 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 IV

Location: Washington, DC Metropolitan Area

Schedule: Full Time

**Attach Resume upon applying

Job Summary:

IBEX IT Business Experts, LLC is looking for an Administrative Assistant IV that possess a very high level of poise, professionalism, with an approachable, confident persona. It is imperative that the Administrative Assistant IV tactfully interacts with visitors and staff in a respectful manner. The candidate's customer service skills are to be readily apparent to all customers and stakeholders. In this position, the individual shall be considered a subject matter expert for all assigned administrative tasks.

The Administrative Assistant IV shall have an extensive and demonstrated knowledge of office policies, processes and procedures, and the ability to quickly grasp newly assigned processes and procedure. As required, the Administrative Assistant IV must be able to expedite any last-minute assignments, to include making efficient adjustments/corrections to the Executive's documentation.

The Administrative Assistant IV shall have very strong written and oral communication skills, demonstrates the ability to interpret/apply sound business judgment, and be resourceful, creative, and a problem solver. The candidate shall have extensive knowledge of correspondence protocol, to include both utilizing correspondence software tools, and hard copy correspondence packages. The candidate shall be able to work independently in the absence of specific instructions on a number of tasks with a high degree of speed using organizational skills and perform these duties while exhibiting the ability to maintain effective relations/results with clients and staff (on-site and remote). The candidate shall exercise confidentiality, discretion, and problem-solving skills. Office front desk support may also be required. Additionally, the individual shall be flexible in adapting to deadlines and changing priorities.

Minimum Qualifications:
  • Must be a US Citizen
  • Minimum Education: High School Graduate or General Education Diploma (GED).
  • 5-7 years of experience performing office administration duties without day-to-day direction.
  • Ability to pass a Federal Government security/background check and a drug test.
  • Experience supporting senior level managers.
  • Accurate typing of at least 35 wpm.
  • Highly proficient in the use of current Microsoft products such as PowerPoint, Word, Excel, Outlook, Skype, Access, SQL, SharePoint, current web browsers (i.e. Internet Explorer, Edge, Google Chrome, etc.), 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), and other work-related data entry systems.
  • Subject matter expert in grammar, spelling punctuation, and preparation/proofreading all standard/executive level office documents.
  • Familiarity with the Government Style Manual
  • Significant experience communicating with individuals at all levels, both orally and in writing.
  • Must possess strong organizational skills.
  • Ability to work both individually and as part of a team.
  • Proven ability to produce quality work under deadlines.
  • Valid COVID-19 Vaccination may be required. COVID-19 vaccination may be required of covered contractor employees; exceptions will be provided in limited circumstances, where an employee is legally entitled to accommodation
Responsibilities:
  • Serve as the Administrative Assistant IV for Senior Office Leadership (Executive). The individual shall display decorum, approachability, and professional courtesy to colleagues, customers, and stakeholders.
  • Display strong critical thinking skills and demonstrate clear judgement and independent decision-making capabilities.
  • Coordinate all executive administrative duties, schedule meetings, follow-up on requests, prepare executive packages, prepare minutes of meetings, distribute materials, and prepare timecards and travel documents.
  • Maintain the Executive's calendar and schedule, appointments, and meetings based upon knowledge of workload and current issues of importance. Remind the Executive of appointments and brief him/her on matters to be considered before the scheduled meeting. Reschedule the Executive's appointments when his/her schedule changes.
  • Work independently to complete tasks and/or work products with conceptual guidance.
  • Work effectively and make quick adjustments in work assignments when priorities or responsibilities change.
  • Work on and prioritize multiple assignments throughout the workday.
  • Proactively identify assignments.
  • Produce executive work products that require minimal revision.
  • Oversee administrative tasks as assigned by the Executive to include collaborating with assigned stakeholders and customers.
  • Prepare/type executive correspondence, reports, records, and technical papers. This may include tables, charts, graphs, and presentations as well as various government forms such as requisition forms.
  • Prior to material being presented to the Executive, provide expert proofreading outgoing correspondence to ensure proper format and conformance with procedural instructions, 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 the Executive, or programs under the control of the requesting office. These replies may consist of letters of acknowledgement, acceptance of invitations and cancellations. Follow up on routine correspondence of a non-technical nature in the Executive's name or in his or her own name as secretary to the executive.
  • Search for, assemble, and summarize information from 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. This may include hotel and rental car reservations, plane and train tickets, travel advances, travel authorization requests, travel vouchers, and itineraries.
  • Fleet Management - Performs, various responsibilities driving Government owned vehicle, submit periodic reports to GSA, coordination of services and purchases with GSA (GOVs Maintenance, licensing/registration, mileage reporting, fuel reports, E-85 special reporting).
  • Manage assigned office files in accordance with statutory record-retention requirements and Departmental policies and directives, which may involve establishing new files and disposing of outdated or otherwise unneeded records.
  • Identify and recommend improvements to processes or more efficient ways to accomplish tasks.
  • Perform other duties as assigned.

Work Environment:

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

Appearance: All personnel shall be attired in business casual clothing for daily work. Attire worn should always ensure employees safety from working conditions (long pants, appropriate shirts and close toe shoes as required): on occasion, staff may be required to wear a business dress for certain activities.

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.

Position Type/Expected Hours of Work:

This is a full-time position. Days and hours of work are Monday through Friday.

Job Type: Full-time

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.

We excel because we all come from very different backgrounds, yet all fit into a culture that encourages an entrepreneurial thought process. It is the diverse perspectives of our IBEX employees that strengthen our organization. Come be a part of our innovative & inclusive team

Full-Time/Part-Time
Full-Time

Location

Exempt/Non-Exempt
Non-Exempt

Hiring Manager(s)
Andrea Garza

This position is currently accepting applications.