Administrative Assistant III

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 U.S. Health & Human Services Woman-Owned Small Business of the Year Award. Since its founding in 2012, IBEX has grown substantially year over year.

At IBEX, our core values are exemplified through our people, products/services, processes, and daily activities! If you have the skills, experience, and alignment with these core values, this position is for you:

• Passion for Success
• Intentional Commitment to Diversity of Thought
• Inclusivity of All People and Perspectives
• Integrity: Do the Right Thing, Even When No One is Watching
• Improving Businesses and 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 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: Administrative Assistant III (D.O.T - F.T.A)

Location: Chicago, IL

Schedule: Full Time

Attach Resume upon Applying

Job Summary:

IBEX IT Business Experts, LLC is looking for an Administrative Assistant III to provide essential technical and administrative day-to-day support services. The candidate should have knowledge and demonstrated experience in administrative tasks. Additionally, they should have a working knowledge of Federal Government office policies, processes, and procedures, with the ability to quickly grasp newly assigned tasks and perform complex administrative, clerical, and related duties in support of a Government team, event, or individual.

The ideal candidate possesses strong written and oral communication skills, applies sound business judgment, and is resourceful, creative, and a problem solver. The Administrative Assistant III should have a thorough knowledge of correspondence protocol, including both correspondence software tools and hard-copy correspondence packages.

The individual should be able to work independently on multiple tasks without specific instructions, demonstrating strong organizational skills, and maintain effective relationships with clients and staff (on-site and remote) while exercising confidentiality, discretion, and strong customer service skills. Office front desk support may also be required. Additionally, flexibility in adapting to deadlines and changing priorities is essential.

Responsibilities:

• Type correspondence, reports, records, and technical papers, including tables, charts, graphs, presentations, and various government forms.
• Proofread outgoing correspondence to ensure proper format, grammar, spelling, punctuation, and content, and attach all necessary background materials.
• Reply to general inquiries that do not require specialized program knowledge. Responses may include letters of acknowledgment, acceptance of invitations, or cancellations. Follow up on routine correspondence on behalf of the executive.
• Search for, assemble, and summarize information from management systems, files, and other documents to prepare reports, briefing papers, etc.
• Arrange meetings and conferences, including securing facilities, scheduling, arranging call-in numbers or webinar details, notifying participants, and assembling/distributing meeting materials.
• Assist in preparing meeting agendas, contacting attendees, preparing correspondence and minutes, and distributing these materials.
• Make travel arrangements as requested, including hotel and rental car reservations, tickets, travel advances, travel authorizations, travel vouchers, and itineraries.
• Fleet Management: Perform responsibilities such as driving government-owned vehicles, submitting reports to GSA, and coordinating with GSA for maintenance, licensing/registration, mileage, fuel reports, and E-85 special reporting.
• Maintain office calendars, schedules, appointments, and meetings based on initiative and knowledge of workload and current priorities. Remind staff of appointments and brief them on relevant matters. Reschedule appointments as necessary.
• Manage executive office files, including establishing new files and disposing of outdated records.
• Perform other duties as assigned.

Work Environment:

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

Physical Demands:

The physical demands described here are representative of those required to perform essential job functions. While performing the duties of this job, the employee is occasionally required to stand, walk, sit, use hands to handle objects, reach with arms, climb stairs, and talk or hear. The employee must occasionally lift or move office products and supplies, up to 20 pounds.

Equal Employment Opportunity Statement:

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 at all company locations. 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 employees' ability to perform their job duties may result in discipline, up to and including discharge.

We excel because we come from diverse backgrounds and fit into a culture that encourages entrepreneurial thinking. It is the unique perspectives of our IBEX employees that strengthen our organization. Come be a part of our innovative and inclusive team!

Qualifications:

• Must be a US Citizen
• Minimum Education: High School Graduate or General Education Diploma (GED).
• Four years of experience performing office administration duties without day-to-day direction.
• Ability to pass a Federal Government security/background check and a drug check.
• Accurate typing of at least 35 wpm.
• 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.
• Highly proficient in grammar, spelling punctuation, and preparation of standard/ executive level office documents.
• Experience with standard operating procedures, documents, and general guidance to facilitate the effectiveness and efficient operations of various M60 programs.
• Familiarity with the Government Style Manual.
• Experience with maintaining various M60 SharePoint sites. The Contractor shall work with M-60 staff to ensure that documents are presented in a user friendly and easily accessible manner for the intended audiences.
• Experience with Government Federal Acquisition Regulation (FAR) Demonstrated experience communicating with individuals at all levels, both orally and in writing.
• Must possess communicative skills (verbal & nonverbal).
• Must possess strong organizational skills.
• 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
• Proven ability to produce quality work under deadlines.