Administrative Assistant

Administrative Assistant

The Administrative Assistant provides administrative support to the Directors and Managers of the Facilities Division by coordinating daily administrative tasks, managing schedules, organizing project-related information, and maintaining accurate operational data. This role supports the division's workflows in a fast-paced airport environment by helping prioritize activities, preparing documentation, and ensuring timely communication. The position requires strong interpersonal and problem-solving skills, advanced Microsoft Excel proficiency, and the ability to learn and navigate new technologies and business systems. Professionalism, discretion, attention to detail, and effective time management are critical to success in this role.

Salary Range: $27.50 - $32.07 Commensurate with experience

Essential Duties & Responsibilities:

• Manages and prioritizes the Director's calendar, meetings, and daily schedule.
• Prepares reports, presentations, correspondence, and briefing materials.
• Develops and maintains Microsoft Excel workbooks used for tracking operational metrics, budgets, work orders, projects and performance indicators.
• Organizes and interprets data to support Facilities leadership and operational decision-making.
• Coordinates meetings with airport leadership, contractors, consultants, vendors, and other City Departments.
• Prepares meeting agendas, records minutes, and monitors action items through completion.
• Supports procurement activities, including purchasing requests, invoice processing, and expense reconciliation.
• Serves as the Procurement Card (P-Card) and Travel Card (T-Card) delegate for the Facilities Director, managers, and supervisors, making purchases in compliance with City and department policies.
• Prepares, coordinates and enters pre- and post-travel documentation for the division in accordance with City travel policies. Arranges travel logistics, including registrations, transportation, lodging, per diem allocation and reimbursement processing.
• Serves as an Authorized Signer for assigned divisions. Responsible for the badging process for employees including paperwork, application submission, clearance codes/access, and appointment scheduling. Complies with Federal regulations for the badging process including proper filing regulations, notifications, and performing required audits. Attends annual Authorized Signer training per Federal Regulations.
• Maintains confidential records, files, and department documentation.
• Assists with project coordination across Facilities operational teams.
• Serves and assists with the coordination of emergency response, irregular operations, and other contingencies.
• Completes special projects and other duties as assigned; including conducting directed research.
• Provides exceptional customer service to internal stakeholders, airport tenants, and external partners.

Competencies for Successful Performance of Job Duties:

Knowledge of:• Administrative procedures, office operations, and standard business practices• Microsoft Office Suite, with strong emphasis on Excel and data organization• Office technology, business systems, and digital record-keeping platforms• Records management practices, including retention, organization, and secure handling of confidential information• Basic procurement workflows, travel processes, and departmental policies Skill in:• Building and maintaining effective working relationships with staff, airport tenants, vendors, and external partners• Managing multiple tasks, shifting priorities, and meeting deadlines in a fast-paced environment• Organizing information, maintaining accurate records, and preparing clear documentation• Using Microsoft Excel and other business systems to track, organize, and present operational data• Providing responsive and professional customer service• Applying problem solving and troubleshooting skills to routine administrative and operational issues• Working collaboratively across teams and communicating effectively

Ability to:• Handle complex administrative tasks with discretion and attention to detail• Communicate clearly and professionally in both written and verbal formats• Analyze information, identify issues, and recommend practical solutions• Support meetings, projects, travel coordination, procurement processes, and operational workflows• Learn and adapt to new technologies, systems, and procedures• Work independently and collaboratively with diverse workgroups• Maintain confidentiality and follow established procedures, policies, and federal requirements

Minimum Qualifications:

• High school graduate or equivalent and two-years relevant experience.

Preferred Qualifications:

• Experience providing administrative support to senior leadership.• Advanced proficiency in Microsoft Excel, including formulas, Pivot Tables, charts, data analysis and report creation.• Strong working knowledge of Microsoft Outlook, Word, PowerPoint, and Teams.• Experience supporting facilities, construction, engineering, public works, aviation, or other operational environments is highly preferred.• Excellent organizational, communication, and time management skills.• Ability to manage multiple priorities while maintaining exceptional accuracy.• Demonstrates professionalism, discretion, and sound judgment when handling confidential information.• Experience working with Workday is helpful.

Working Conditions and Physical Demands:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

This position is relative free from unpleasant environmental conditions or hazards and is generally sedentary. Incumbents may be required to exert up to 5 pounds of force occasionally, a negligible amount of force frequently, and/or constantly having to lift, carry, push, pull or otherwise move objects, including the human body. Sedentary work involves sitting most of the time. Jobs are sedentary if walking and standing are required only occasionally, and all other sedentary criteria are met.

ADA and Other Requirements: Positions in this class typically require grasping, stooping, squatting, kneeling, crouching, reaching, pushing, talking, hearing, seeing, and repetitive motions.

Physical Requirements:• Essential and marginal functions may require maintaining physical condition necessary for sitting, standing, climbing, or walking extended periods of time• Light to moderate lifting and carrying; some crouching, stooping, squatting, crawling, reaching, pushing, and pulling when performing tasks• Adequate vision, hearing, and speech required

Sensory Requirements:• Concentrated and attentive use of one or more senses (visual, audio, and other sensory modalities) for proof reading, data entry, tabulating data• Ability to operate in an environment with frequent interruptions from people and or noises, which in return could result in some level of stress, fatigue, or strain• Comprehensive of written information in work related documents• Ability to hear, understand and distinguish speech

Additional Information:

This job description is not intended to be and should not be construed as an inclusive list of all the responsibilities, skills, or working conditions associated with the position. While it is intended to accurately reflect the position activities and requirements, management reserves the right to modify, add or remove duties and assign other duties at any time. This job description does not constitute a written or implied contract of employment.

To perform this job successfully, an individual must be able to perform the essential job functions satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the primary job functions herein described. Since every duty associated with this position may not be described herein, employees may be required to perform duties not specifically spelled out in the job description, but which may be reasonably considered to be incidental in the performing of their duties just as though they were written out in this job description.

Conditions of Employment:

The City's Background Check Policy requires background checks to be conducted on final internal or external candidate(s) applying for any position with the City of Charlotte. The type of information that will be collected as part of a background check includes, but is not limited to: reference checks, social security verification, education verification, criminal conviction record check, and, if applicable, a credit history check, sex offender registry and motor vehicle records check.

Background checks must be in compliance with all federal and state statutes, such as the Fair Credit Reporting Act (FCRA). The checks must be consistent with the guidelines set forth by these laws requiring organizations to obtain a candidate's written authorization before obtaining a criminal background report, motor vehicle records check or credit report; and to properly store and dispose of information derived from such reports.

Final candidates must pass a pre-employment drug-screening test and physical examination. During the selection process, candidates may be asked to take a skills test, and/or participate in other assessments.

The City of Charlotte is an Equal Opportunity Employer and does not unlawfully discriminate on the basis of race, religion, color, sex, national origin, marital status, age, disability, sexual orientation, political affiliation or on the basis of actual or perceived gender as expressed through dress, appearance, or behavior.

Our culture is to serve the community honorably.

How to Apply:

Apply online.

Federal law requires employers to provide reasonable accommodations to qualified individuals with disabilities. Please tell us if you require a reasonable accommodation to apply for a job.

You are welcome to visit the City of Charlotte Human Resources Department lobby, where self-service application kiosks are available. They are located in our office at 700 East 4th Street, Suite 200, Charlotte, NC 28202. We are open Monday through Friday, from 9:30 a.