Executive Assistant jobs in Canada

IBEX IT Business Experts (IBEX) is a nationally recognized project management, training, and professional services firm focused on supporting Government and Corporate Clients. IBEX has grown substantially since its founding in 2012. The company emphasizes core values demonstrated through its people, products/services, processes, and daily activities.

IBEX is recognized for achievements such as the INC 5000 list of fastest-growing companies four years in a row and the 2024 US Health & Human Services Woman Owned Small Business of the Year Award.

Position: Administrative Assistant IV (JPC - Walter Reed)

Location: Silver Spring, MD

Schedule: Full Time

Note: Attach Resume upon applying.

IBEX IT Business Experts, LLC is looking for an Administrative Support IV to provide basic technical and administrative day-to-day support services. The candidate should have knowledge and demonstrated experience in the administrative area, with demonstrated knowledge of Federal Government office policies, processes and procedures, and the ability to quickly grasp newly assigned processes and procedures. This includes performing complex administrative, clerical and related duties in support of a specific Government team, event, or individual. The candidate should have strong written and oral communication skills, sound business judgment, and be resourceful, creative, and a problem solver. The Administrative Support IV should have thorough knowledge of correspondence protocol, using correspondence software tools and hard copy packages. The role requires the ability to work independently with speed, maintain effective relations with clients and staff (on-site and remote), exercise confidentiality and discretion, and demonstrate strong customer service skills. Office front desk support may also be required, and the individual should be flexible in adapting to deadlines and changing priorities.

• Type correspondence, reports, records, and technical papers, including tables, charts, graphs, presentations, and government forms such as requisition forms.
• Proofread outgoing correspondence for proper format, grammar, spelling, punctuation, and content; ensure all necessary incoming and background material is attached.
• Reply to general inquiries that do not require technical knowledge of programs; follow up on routine non-technical correspondence in the executive’s name or as secretary to the executive.
• Search for, assemble, and summarize information from management systems and files to reply to correspondence and prepare reports or briefing papers.
• Arrange meetings and conferences: locate facilities, reserve rooms, schedule, arrange call-in numbers or webinar registrations, notify participants, and assemble or distribute materials.
• Assist in preparing meeting agendas, contact attendees, prepare minutes, and distribute related materials.
• Make travel arrangements for personnel, including hotel and rental car reservations, tickets, travel advances, approvals, vouchers, and itineraries.
• Fleet Management – perform responsibilities driving Government-owned vehicles, submit periodic reports to GSA, coordinate services and purchases with GSA (maintenance, licensing, registration, mileage, fuel reporting).
• Maintain assigned office calendars and schedules; remind staff of appointments and brief on matters; reschedule as needed.
• Manage designated executive’s office files, establish new files, and dispose of outdated records.
• Perform other duties as assigned.

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

The physical demands described here are representative of those that must be met by an employee to perform the essential functions. The employee may occasionally stand, walk, sit, use hands to finger, handle, or feel objects, reach with hands and arms, climb stairs, talk, or hear. The employee may 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.

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 and inclusive team!