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!
- 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
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: Senior Level Executive Administrative Assistant
Position: Administrative Assistant IV
Location: Remote (Must be flexible to attend for quarterly onsite meetings in Atlanta
Schedule: Full Time
**Attach Resume upon applying
Job Summary:
IBEX IT Business Experts, LLC is actively seeking an Administrative Assistant IV.
The Executive Admin Assistant shall provide executive-level administrative support for the OCIO Office of the Director, the Customer Experience Office and the Digital Services Office necessary for maintaining routine operations, particularly as staff continue using maximum telework flexibilities and working remotely.
Qualifications:
- Must be a US Citizen
- Minimum Education: Bachelors Degree or a High School Graduate or General Education Diploma (GED).
- Three (3) 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.
- Handle multiple tasks and meet deadlines through strong organizational skills.
- Coordinate and monitor varied administrative projects simultaneously.
- Control and track the processing of incoming forms, correspondence and action documents.
- Proficient with operating computer-based programs such as Microsoft Suite, e-mail, scheduling and time and attendance software, Controlled Correspondence Management System (CCMS), E2 Travel database and the agency and other programs as assigned, and other work-related data entry systems;
- Extensive work experience preparing, analyzing, and maintaining information within databases will be required.
- Highly proficient in grammar, spelling punctuation, and preparation /proofreading all standard/executive level office documents.
- Significant experience communicating with individuals at all levels, both orally and in writing.
- Communicate well with a diverse group of people and achieve goals as part of a team.
- Provide attention to detail.
- Must possess strong organizational skills.
- Ability to work both individually and as part of a team.
- Ability to solve problems.
- Proven ability to produce quality work under deadlines.
Responsibilities:
- · Develop methods for tracking and analyzing administrative functions to identify and mitigate common issues and delays.
- Maintain electronic calendars to include the scheduling and coordination of meetings, resolve meeting conflicts, and reschedule meetings, as needed.
- Provide an expedited checklist of steps required in the onboarding process to ensure all staff that are joining OCIO can navigate the process quickly.
- Assist with leadership travel arrangements by researching locations and cost estimates as well as preparing and arranging travel via Concur.
- Schedule and track all contractor and project touch points to maximize efficiencies across workstreams and activities.
- Collecting and analyzing data from a variety of sources and entering data into a variety of formats, including Excel spreadsheets and Word documents.
- Plan special events or large meetings ensuring that meeting logistics are covered and agendas are developed.
- Prepare daily briefing folders with a concise outline of anticipated events and notes on special issues.
- Assist with various reports and data calls and.
- Maintain and update office files and systems.
- Perform other duties as assigned.
Job Types: Full-time, Contract
Benefits:
- 401(k)
- Dental insurance
- Health insurance
- Paid time off
- Vision insurance
Schedule:
- 8 hour shift
- Monday to Friday
Education:
Experience:
- Schedule management: 8 years (Preferred)
- Organizational management: 8 years (Required)
- Organizational skills: 8 years (Required)
- Project coordination: 8 years (Required)
- Analysis skills: 8 years (Required)
- Project scheduling: 8 years (Required)
- Events management: 8 years (Preferred)
- Team development: 8 years (Required)
- Executive administrative support: 8 years (Preferred)
- Office management: 8 years (Preferred)
Work Location: Remote