Executive Secretary

Job Summary

We are seeking a dynamic and highly organized Executive Secretary to provide comprehensive administrative support to senior management and executive teams. This vital role ensures smooth daily operations by managing schedules, coordinating projects, handling correspondence, and facilitating communication across departments. The ideal candidate will demonstrate exceptional organizational skills, proficiency in office management tools, and a proactive attitude to keep executives focused on strategic priorities. This paid position offers an exciting opportunity to be an integral part of a fast-paced, professional environment where your skills directly contribute to organizational success.

Responsibilities

• Manage and maintain complex calendars using Microsoft Outlook Calendar and Google Workspace, scheduling appointments, meetings, and travel arrangements efficiently.
• Prepare, proofread, and transcribe documents, reports, and correspondence with accuracy and attention to detail.
• Coordinate and organize events, meetings, and conferences from planning stages through execution, including venue booking, catering arrangements, and technical support.
• Handle incoming calls with professionalism using multi-line phone systems; practice excellent phone etiquette while directing inquiries appropriately.
• Provide executive administrative support by managing email correspondence, filing systems, and data entry tasks using Microsoft Office Suite and other office software.
• Assist with bookkeeping tasks utilizing QuickBooks for invoicing, expense tracking, and financial record keeping.
• Support project coordination efforts by tracking deadlines, preparing agendas, taking minutes, and following up on action items.
• Manage office operations, including supply inventory, front desk duties, filing systems, and maintaining a welcoming environment for visitors.
• Facilitate document signing processes through platforms like DocuSign; ensure all paperwork is completed accurately and timely.
• Conduct proofreading to ensure clarity and professionalism in all written materials; perform transcription as needed for meetings or reports.
• Maintain confidentiality of sensitive information while providing personal assistant support to executives as required.
• Collaborate with team members across departments to streamline administrative workflows and improve overall office efficiency.

Qualifications

• Proven experience as an executive secretary or in a similar administrative role with strong office management background.
• Exceptional organizational skills with the ability to prioritize tasks effectively in a fast-paced environment.
• Proficiency in Microsoft Office (Word, Excel, PowerPoint), Google Workspace (Gmail, Calendar), Microsoft Outlook Calendar, QuickBooks, and DocuSign platforms.
• Excellent typing speed combined with strong proofreading and transcription skills to produce error-free documents swiftly.
• Demonstrated experience in event planning, project coordination, data entry, filing systems, and front desk operations.
• Strong communication skills with professional phone etiquette; ability to handle multi-line phone systems confidently.
• Knowledge of bookkeeping practices, including invoicing and expense management using QuickBooks or similar software.
• Ability to adapt quickly to changing priorities while maintaining attention to detail.
• Previous experience supporting executives or high-level managers is highly desirable.
• A positive attitude with a proactive approach to problem-solving; a high level of discretion when handling confidential information. Join us in this engaging role where your organizational prowess will empower our leadership team We value dedicated professionals eager to make a meaningful impact through exceptional administrative support—apply today

Position Overview:

The Sourcing and Inventory Clerk plays a key role in maintaining accurate inventory records, tracking assets, and supporting procurement operations. This position requires attention to detail, excellent organizational skills, and the ability to work efficiently across multiple WMATA-designated facilities throughout the DC–Maryland–Virginia metro region (DMV).

Key Responsibilities:

• Enter new assets into the inventory database and ensure accuracy of all entries.
• Assist in conducting regular and periodic physical inventory counts.
• Track and manage company inventory and assets, ensuring proper documentation for all transactions.
• Arrange and document the transfer of software or equipment, maintaining detailed records of movement and assignment.
• Review changes in software inventory locations and ensure completion of necessary paperwork.
• Notify appropriate personnel of inventory updates, transfers, or discrepancies.
• Maintain departmental requisition reports and support procurement and supply chain activities.
• Monitor stock levels and assist in replenishment or disposal activities as needed.

Qualifications:

• Education: High School Diploma or GED required.
• Experience: Minimum of four (4) years of experience identifying parts, components, and managing inventory or related administrative duties.
• Skills:
• Strong data entry and recordkeeping accuracy.
• Proficiency in inventory management systems or databases.
• Ability to communicate effectively and work collaboratively with internal teams.
• Reliable, detail-oriented, and capable of handling multiple priorities.
• Availability: Must be available to work onsite and travel as needed throughout the DMV region at WMATA-designated facilities.

Work Environment:

This is an onsite role providing direct support to WMATA offices. The work requires mobility between sites in the DC–Maryland–Virginia area and may involve handling or tracking technical and non-technical assets.

Job Types: Full-time, Temporary

Pay: $ $38.00 per hour

Expected hours: 40 per week

Work Location: In person