Executive Assistant

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 Corporate Clients. IBEX was named to the INC 5000 list of fastest-growing companies four years in a row and most recently won the 2024 US Health & Human Services Woman Owned Small Business of the Year Award. 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 and experience and align with these core values, this position is for you!

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  Passion for Success

  
  

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  Intentionally committed to diversity of thought

  
  

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  Inclusive of all people and perspectives

  
  

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  Do the right thing, even when no one is watching

  
  

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  Improving businesses & communities through collaborative solutions

  
  

Human Resources Environmental, Social, and Governance Statement

At IBEX, we recognize that our employees are our greatest asset and the foundation of our success. The Human Resources department is at the forefront of embedding Environmental, Social, and Governance (ESG) principles into the heart of our workplace culture, talent management, and operational practices. Our commitment to ESG within HR reflects our dedication to creating a sustainable, equitable, and ethical working environment for all our employees.

Job Description

Position: Executive Administrative Assistant

Location: DOT TRS Headquarters (On-Site) Washington, DC

Type: Full Time; Contract; SCA

Pay: $37.47/ Hour

Job Summary:

As the Government Executive's front office/first line point of contact for TRS, the Executive Assistant shall possess a very high level of poise, professionalism, with an approachable, confident persona. It is imperative that the Executive Assistant tactfully interacts with visitors and staff in a respectful manner. The Executive Assistant'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 Executive Assistant 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 Executive Assistant must be able to expedite any last-minute assignments, to include making efficient adjustments/corrections to the Executive's documentation. The Executive Assistant 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 Executive Assistant shall have extensive knowledge of correspondence protocol, to include both utilizing correspondence software tools, and hard copy correspondence packages. The Executive Assistant 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 Executive Assistant shall exercise confidentiality, discretion, and problem-solving skills. Office front desk support may also be required of the Executive Assistant. Additionally, the individual shall be flexible in adapting to deadlines and changing priorities

Responsibilities:

• Specific work activities include the following for this labor category but not limited;
• Serve as the Executive Assistant 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 work day;
• 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.

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.?

Minimum Qualifications:

• Five years of experience performing office administration duties without day to-day direction; 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.
• Minimum Education: High School Graduate or GED
• Preferred Qualifications:
• 2-3 years leading other administrative professionals