Executive Admin Specialist

Washington D.C
Mar 30, 2023
Apr 07, 2023
Full Time

  • Bachelor's Degree in Business Administration, Public Administration or related field
  • In lieu of Bachelor's Degree, four (4) years of progressive experience in administrative management, or a combination of college credits and experience.

  • Five (5) years of progressively responsible experience providing senior and/or executive level administrative support, analyzing business problems and coordinating administrative improvement projects in a large-scale organization and/or
  • Five (5) years of demonstrated experience in developing, managing, and implementing complex, high-profile projects and programs, including administrative support for such projects or programs.

  • N/A

  • N/A

Medical Group

Satisfactorily complete the medical examination for this position, if required. The incumbent must be able to perform the essential functions of this position either with or without reasonable accommodations.

Job Summary

The Executive Administrative Specialist supports the General Manager and Chief Executive Officer (GM/CEO), an Executive Vice President, or a member of the Senior Executive Team (SET) (collectively, the "executive office"). The Executive Administrative Specialist is a key executive support level position with a high level of responsibility and impact on the Authority's mission. The Executive Administrative Specialist is the principle point of contact for internal and external constituencies for all matters pertaining to the executive office. The incumbent must be creative and resourceful, able to work independently, and able to work in a dynamic, fast-paced, and mission-driven environment. The ideal individual will have the ability to exercise good judgment in a variety of situations, have strong verbal and written communications skills and administrative and organizational skills. The Executive Administrative Specialist will have the ability to balance priorities, personally handle projects from conception to completion, to work under pressure from time to time, and to handle confidential or sensitive matters with discretion. The Executive Administrative Specialist will have discretion in carrying out assignments and will be expected to use sound judgement in balancing priorities.

  • Provides full range of administrative duties for the executive level staff, including but not limited to, managing extremely active business and meeting schedules and appointments, answering and handling a high volume of incoming calls from both within and outside the Authority, arranging complex and ever-changing meeting agendas, preparing presentations, memoranda, talking points, correspondence, time & attendance, and completing purchase card and expense reports.
  • The Executive Administrative Specialist gathers information from various sources in response to inquiries from internal and external constituencies, conducts research, and keeps department leadership apprised on matters that may have an impact on the delivery of the Authority's mission. The ideal individual monitors, initiates, and coordinates strategic activities, programs, and special projects as necessary and appropriate to strengthen the operations and organization of the Authority.
  • Develops and implements office procedures and systems to optimize executive office and department effectiveness and efficiencies.
  • Oversees all aspects of administrative or strategic projects from conception to completion. Sets deadlines, assigns responsibilities, monitors and summarizes progress to ensure on- time delivery of projects.
  • Assists in the development, implementation and oversight of executive office policies, procedures, regulations, goals, long-range strategies, and outreach initiatives.
  • Monitors, initiates, and/or coordinates viable strategic activities, programs, and special projects as necessary and appropriate to strengthen the operations and organization of the Authority.
  • Facilitates the regular and timely communication between the executive office and internal departments, demonstrating leadership and ability to develop trust and support with the senior management staff.
  • Develops, implements, and executes strategies, processes, and best practices which effectively address Authority-wide business goals.
  • Responsible and accountable for and submitting realistic and reasonable estimates and for issuing appropriate progress reports as required to record a project's advancements or delays.
  • Manages information and databases in order to manipulate and prepare reports, spreadsheets, etc. Coordinates and oversees special projects.
  • Serves as liaison between the GM, Senior Executive Team Member and staff on administrative matters to ensure expeditious resolution to issues and provide necessary resources to appropriate customers.
  • Manages incoming calls and facilitates action by routing to appropriate department.
  • Reviews and responds or coordinates responses to high-profile, complex, and politically sensitive executive correspondence, including inquiries from federal, state, regional, and local government officials, Board of Directors, and the general public.
  • Prepares, reviews and preliminarily approves memoranda, correspondence, presentations, and reports for final review and dissemination often regarding confidential matters.
  • Plans for travel, conferences and meetings, coordinating with executive and staff preparing itinerary.
  • Responsible for cost allocation to appropriate projects and budgets and for the timely and accurate review and approval of applicable invoices.
  • Serves as the Contracting Officer's Technical Representative (COTR) for outside/ contract secretarial, clerical, administrative, and designated professional services, as needed. Independently works with the contractor to resolve any problems with contract fulfillment and reconciles and approves payment vouchers.

  • Provides assistance to other EVP and/or Senior Executive Team as needed

The essential duties listed are not intended to limit specific duties and responsibilities of any particular position. Nor is it intended to limit in any way the right of managers and supervisors to assign, direct and control the work of employees under their supervision.

Evaluation Criteria

Consideration will be given to applicants whose resumes demonstrate the required education and experience. Applicants should include all relevant education and work experience.

Evaluation criteria may include one or more of the following:
  • Skills and/or behavioral assessment
  • Personal interview
  • Verification of education and experience (including certifications and licenses)
  • Criminal Background Check (a criminal conviction is not an automatic bar to employment)
  • Medical examination including a drug and alcohol screening (for safety sensitive positions)
  • Review of a current motor vehicle report


WMATA is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, status as a protected veteran, or any other status protected by applicable federal law.

This posting is an announcement of a vacant position under recruitment. It is not intended to replace the official job description. Job descriptions are available upon confirmation of an interview.