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 Lead(Administrative Support IV) ? Division Director

Location: Federal Highway Administration/Western Federal Lands Highway Div. Vancouver, WA

Position Type: Full Time; Contractor; On-Site

Salary: Hourly rate + Health & Wellness hourly benefit

Schedule: Monday ? Friday

Job Summary: The Executive Assistant Lead (Administrative Support IV) will directly support the Executive Team including the Division Director, Chiefs of Business Operations & Engineering, and Division Analysts; and provide administrative support to Leadership Team comprised of 13 members. The Executive Assistant will also serve as IBEX?s Onsite Lead for all administrative staff. A high level of integrity and discretion in handling sensitive information, and professionalism and poise in dealing with senior professionals is important.

Qualifications:

Minimum Education: High School Graduate or General Education Diploma (GED).

Minimum 5 years of experience supporting and communicating with Senior Level managers with the ability to anticipate their needs.

Minimum 5 years of experience in the management of administrative personnel and financial management experience.

2-3 years of project experience with attention to tight deadlines.

2-3 years of experience with mediation skills.

Accurate typing of at least 35 wpm and expert level production and proofing executive level documents.

Strong written and verbal communication and organizational skills with superior attention to detail.

Highly proficient and advanced in current Microsoft, current web browsers, Adobe Acrobat, Adobe Connect/PolyCom/VTC, automated administrative tracking management systems, and other data entry systems.

Familiarity with the Government Style Manual.

Must be a US Citizen.

Ability to pass a Federal Government security/background check.

Responsibilities:

Executive Assistant

Maintain the multiple calendars and inboxes, schedule and coordinate meetings and conferences, arranging conference calls/videos.

Coordinate all executive administrative duties and anticipate needs.

Initiate, prepare and disseminate materials for meetings, calls, appointments, debriefings, etc. accordingly. Perform notetaking tasks with intent to distribute to a broad audience.

Coordinate/track routine and complex domestic travel for multiple staff.

Organize, manage, track, and communicate project deadlines to ensure they are successfully met.

Analyze problems and display strong critical thinking skills with the ability to make recommendations.

Work independently and proactively demonstrating clear judgement, pivoting as needed.

Draft, proofread and disseminate correspondence in accordance with formatting guidelines and ensure use of such guidelines across the department.

Reply to executive correspondence such as invitations, letters of acknowledgment, and cancellations. Produce correspondence such as reports, records, and technical papers, to include data visuals, presentations, and government forms.

Maintain updated documentation, filing systems and policies in accordance with statutory record-retention requirements and department policies.

Fleet Management - Perform various responsibilities driving government owned vehicle, produce and submit reports, requests, purchases, and licensing/registration.

Identify and recommend improvements to processes or more efficient ways to accomplish tasks.

Perform other duties as assigned.

Onsite Lead:

Serves as a liaison between the Government and other contract administrative support staff.

Train, develop and work well with other administrative assistants with the ability to motivate.

Coordinate the schedules and activities while monitoring time sheets and leave requests.

Meet with office Point of Contact to discuss assignments, schedules, workloads, potential problems and resolutions.

Conduct monthly staff meetings.

Submit progress reports.

Perform routine performance evaluations of contract staff and tasks performed.

Resolve staff grievances and take disciplinary action when necessary.

Assist in collecting/submitting security documents.

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.

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.

Job Types: Full-time, Contract

Salary: $27.00 - $31.00 per hour

Benefits: Hourly Health & Welfare benefit; 401(k) matching

Schedule: 8 hour shift; Monday to Friday

Experience:

Microsoft Office: 5 years (Required)

Training & development: 3 years (Preferred)

Supporting High Level Executives: 5 years (Preferred)

Administrative: 4 years (Required)

Supervising: 3 years (Required)