Administrative Assistant III - Seattle, WA

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

Position:Administrative Support III

Reports To:Director of Program Management Office

Location: Seattle, WA

Salary/Hourly Rate:$36.98/hour

H&W Rate:$4.41/hour

Type: SCA Full-Time

Job Summary:

IBEX is seeking a highly organized and experienced Administrative Support III to support the Federal Transit Administration (FTA) Office of Regional Services in Seattle, WA. This role provides high-level administrative and clerical support to Government personnel and requires superior problem-solving skills, professional communication, and a high degree of discretion and independence. The ideal candidate will be proactive, adaptable, and possess extensive knowledge of government administrative procedures and correspondence protocols.

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  Provide complex administrative support to FTA staff, ensuring effective and efficient office operations.

  
  
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  Deliver exceptional customer service to clients, partners, and internal team members, both in person and remotely.

  
  
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  Independently perform tasks such as preparing executive-level correspondence, organizing meetings, maintaining schedules, and supporting event logistics.

  
  
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  Assist in maintaining and organizing official correspondence packages and using electronic tools for document creation and tracking.

  
  
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  Serve as a reliable front-desk representative when required, greeting guests and managing office communications professionally.

  
  
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  Anticipate administrative needs and take initiative to resolve routine and non-routine issues with minimal supervision.

  
  
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  Ensure all assigned work is completed accurately, timely, and with minimal need for revision.

  
  
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  Mentor junior administrative staff and share best practices and support techniques.

  
  
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  Remain flexible to shifting priorities and evolving deadlines while maintaining high productivity and organization.

  
  

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  Experience:

  
  
  
  
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    Minimum of five (5) years performing office administration duties independently.

    
    
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    Proven experience supporting senior-level managers and executive staff.

    
    
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    Demonstrated ability to maintain confidentiality and exercise discretion.

    
    
  
  
  
  
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  Technical Skills:

  
  
  
  
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    Accurate typing speed of at least 35 WPM.

    
    
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    Proficiency in Microsoft Office (Word, Excel, Outlook, PowerPoint, Access), SharePoint, Adobe Acrobat, SQL, and current web browsers.

    
    
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    Skilled in using virtual communication platforms (e.g., Skype, Adobe Connect, PolyCom VTC).

    
    
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    Experience with administrative tracking systems (e.g., travel management, time and attendance).

    
    
  
  
  
  
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  Communication & Writing:

  
  
  
  
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    Expert knowledge of grammar, punctuation, and executive-level correspondence.

    
    
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    Familiarity with the Government Style Manual.

    
    
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    Strong written and verbal communication skills for interaction with internal and external stakeholders.

    
    
  
  
  
  
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  Education: High School Diploma or GED required

  
  

This position is performed primarily on-site at the FTA office in Seattle, WA. The role may include occasional standing, walking, and light lifting (up to 20 pounds). Standard office equipment and protocols will be used. Office attire should be business casual with closed-toe shoes and long pants when required for safety.

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.

We excel because we all come from very different backgrounds, yet all fit into a culture that encourages an entrepreneurial thought process. It is the diverse perspectives of our IBEX employees that strengthen our organization. Come be a part of our innovative & inclusive team!