Executive Assistant- DC

Title

Executive Assistant- DC

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.

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.

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

Position : Executive Assistant (Government Role)

Location : Washington, DC Metropolitan Area

Schedule : Full Time / Contract

Job Summary : The Executive Assistant is the main point of contact for the Government Executive's office. They must be poised, professional, and approachable.

They should interact respectfully with visitors and staff, showcasing excellent customer service skills. The Executive Assistant is an expert in assigned administrative tasks, knowledgeable about office policies and procedures, and can quickly adapt to new processes.

They handle last-minute assignments and make efficient adjustments to the Executive's documentation. Strong written and oral communication skills,sound business judgment, resourcefulness,creativity, and problem-solving abilities are essential.

The Executive Assistant is familiar with correspondence protocols, both digital and hard copies. They work independently, demonstrate organizational skills, and maintain effective relationships with clients and staff.

Confidentiality, discretion,and problem-solving skills are exercised. The Executive Assistant may provide front desk support and must be flexible with deadlines and changing priorities.

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

Responsibilities :

• 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 judgment 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, 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.

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 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)

Anthony Cordero

This position is currently accepting applications.

Apply Now