Executive Assistant

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Job description

Job Title: Executive Assistant

Location: Alexandria, VA - Hybrid

Clearance Required: Public Trust Eligible

Job Description:

IBSS seeks a full-time Executive Assistant to support the United States Patent and Trademark Office (USPTO) and the Office of Administrative Services (OAS).

The Office of Director of the Office of Administrative Services (OAS) provides the leadership, policies, programs, services, and systems necessary to meet the administrative support needs of the United States Patent and Trademark Office workforce. This includes designing innovative and effective strategies and policies for a broad range of initiatives in security, safety and health, space and facilities management, IT asset management, and employee and office services.

Key Responsibilities:

Provide administrative support to the Director and Deputy Director of the Office of Administrative Services (OAS) for office operations and internal and external communications.

Manages the calendars of the Director and Deputy Director of the Office of Administrative Services (OAS) by setting up meetings/calls as appropriate and preparing daily schedules for the director's reference. Checks the calendar throughout the day to identify appointment conflicts and cancellations and consults with the director to determine priority and scheduling flexibility.

Prepare materials for weekly recurring meetings which includes developing agendas and ensures that the director is prepared for the meetings.

Use office software applications such as Outlook's email and electronic calendar, Excel, Access, PowerPoint, Adobe, etc. Scans documents in hard copy format into an appropriate electronic format (e.g., PDF or WORD) for transmission and word processing.

Coordinate internal and external communications between the OAS and other USPTO staff, Department of Commerce, other federal agencies, and the general public.

Support in making domestic and international travel arrangements for the OAS employees.

Prepares and tracks domestic and international travel requests, authorizations, and vouchers in Concur.

Ensures compliance with Federal Travel Regulations and USPTO travel policy.

Establish, organize, and maintain paper and/or electronic files.

Receive, review, draft, and edit correspondence.

Collect and consolidate information for OAS reporting from Division Chiefs/Branch Managers to be submitted to the Office of the Chief Administrative Officer (OCAO) senior leadership.

Serve as a timekeeper for OAS as needed.

Required Skills /Education/ Certifications & Qualifications:

A Bachelor's degree in Business Administration, Communications, or a related field is preferred. Equivalent experience may be considered in place of a degree.

Demonstrated experience in providing day-to-day administrative support to senior-level management, including scheduling, calendar management, and preparing meeting materials.

Minimum of 5-7 years of experience.

Experience in coordinating and managing domestic and international travel arrangements, including preparing and tracking travel authorizations and vouchers through systems like Concur, with a focus on compliance with Federal Travel Regulations.

Strong verbal and written communication abilities to manage internal and external communications with various stakeholders, including federal agencies and the public.

Ability to establish, organize, and maintain paper and electronic files, ensuring smooth office operations and coordination between departments.

Proficient in office software applications such as Microsoft Outlook, Excel, PowerPoint, Word, and Adobe Acrobat for scanning, document preparation, and email communication.

Strong attention to detail when drafting, reviewing, and editing correspondence, as well as consolidating information for senior leadership reports.

Ability to serve as a timekeeper, ensuring accurate tracking of employee hours and handling related administrative tasks as needed.

Capable of handling last-minute scheduling conflicts, prioritizing tasks effectively, and consulting with management to resolve issues quickly and efficiently.

Knowledge or experience working in a federal government setting or familiarity with federal procedures and policies is a plus.

About IBSS Corp.

Since 1992, IBSS, a woman-owned small business, has provided transformational consulting services to the Federal defense, civilian, and commercial sectors. Our services include cybersecurity and enterprise information technology, environmental science and engineering (including oceans, coasts, climate, and weather), and professional management services.

Our approach is to serve our employees by investing in their growth and development. As a result, our employees bring greater capabilities and provide exceptional service to our clients. In addition to creating career development opportunities for our employees, IBSS is passionate about giving back to the community and serving the environment. We strive to leave something better behind for the next generation.

We measure our success by the positive impact we have on our employees, clients, partners, and the communities we serve. Our tagline, Powered by Excellence, is a recognition of the employees that make up IBSS and ensures we deliver results with quality, applying industry best practices and certifications.

IBSS offers a competitive benefits package that includes medical, dental, vision, and prescription drug coverage with a company-paid deductible, paid time off, federal holidays, a matching 401K plan, tuition/professional development reimbursement, and Flex-Spending (FSA)/Dependent Care Account (DCA) options.

IBSS is an affirmative action and equal opportunity employer. All qualified applicants will be considered for employment without regard to race, color, religion, sex, disability, age, sexual orientation, gender identity, national origin, veteran status, or genetic information. Click (url removed) to see that the EEO is the law. Please direct any inquiries to the HR Department email at (url removed).

If you require reasonable accommodation in completing this application, interviewing, completing any pre-employment testing, or otherwise participating in the employee selection process, please direct your inquiries to the Talent Acquisition department at (url removed)

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