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 and experience and align 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 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: Administrative Assistant III

Reports To: Corporate Project Manager

Location: 610 East Fifth Street, Vancouver, WA; Hybrid, onsite 3 days per week

Salary/Hourly Rate: $31.53

H&W Rate: $4.57

Type: SCA Non-SCA Full-Time Part-Time Internship Temp-to-Perm

Job Summary:

Join our team as an experienced Administrative Assistant III, providing senior-level administrative services to a government office. In this role, you'll independently manage a range of duties to keep the office running smoothly, supporting both executives and staff. From organizing schedules to maintaining correspondence, your work will be essential to our daily operations.

Key Responsibilities:

• Serve as the senior administrative support, delivering excellent customer service to all stakeholders.
• Provide executive assistance as needed, supporting office executives with critical administrative functions.
• Exhibit strong critical thinking and independent decision-making in all tasks.
• Manage schedules, appointments, and meetings; prepare executive packages, minutes, and other key documents.
• Maintain and organize office calendars based on task prioritization and current workload.
• Handle multiple assignments efficiently, adjusting to shifting priorities as necessary.
• Proactively identify and manage tasks, producing high-quality, minimal-revision work products.
• Prepare and proofread correspondence, reports, and presentations, ensuring accuracy and alignment with office standards.
• Respond to general inquiries and follow up on routine correspondence.
• Research, compile, and summarize information for reports, briefing materials, and correspondence.
• Coordinate travel arrangements for personnel, including lodging, transportation, and required travel documentation.
• Oversee fleet management tasks, including vehicle maintenance coordination, reporting, and documentation.
• Manage office files, creating and maintaining records, and recommending process improvements to enhance efficiency.

Experience:

• 5 years of experience performing office administration duties without day-to-day direction
• Experience supporting senior-level managers
• Accurate typing of at least 35 wpm

Skills: Strong proficiency in MS Office, ZOHO, SharePoint, and online software applications. Excellent organizational, time management, and critical thinking skills. Ability to multitask, work with a sense of urgency, and remain composed in a fast-paced environment.

Interpersonal Skills: Exceptional written and verbal communication, negotiation, and presentation skills. Ability to build rapport with clients and prospects.

• Must have current U.S. work authorization.
• Alignment with company core values and commitment to maintaining confidentiality.

Work Environment and Physical Demands:

This role involves a blend of corporate office and remote work. Physical demands are minimal; occasional lifting of up to 20 pounds may be required.

Appearance:

All personnel shall wear business casual clothing for daily work. The attire should ensure employees' safety in the work environment (e.g., long pants, appropriate shirts, and closed-toe shoes as required). Occasionally, staff may be required to wear business attire for certain activities.

Physical Demands:

The physical demands described here represent those that an employee must meet to perform the essential functions of this job successfully. While performing the duties of this job, the employee is occasionally required to stand, walk, sit, use hands to handle objects, reach with hands and arms, climb stairs, talk, or hear, and 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 in every location where 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 employees to perform their job duties may result in discipline, up to and including discharge.

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