Mayor & City Council Support Specialist

Administrative Assistant

Performs advanced administrative and operational support functions for assigned elected officials and leadership, ensuring the efficient coordination of daily activities, constituent services, communications, and office operations. This role manages schedules, correspondence, meeting logistics, records requests, and special projects while maintaining confidentiality, exercising sound judgment, and supporting continuity of operations. The position serves as a liaison between internal departments, external agencies, community stakeholders, and leadership to facilitate responsive and effective service delivery.

Major Duties and Responsibilities:

• Provide administrative and operational support for assigned elected officials, including calendar management, scheduling, meeting preparation, and coordination of daily priorities.
• Manage multiple communication channels including email inboxes, voicemail, telephone calls, visitors, mailed correspondence, and invitations, determining priorities and routing items appropriately.
• Managing high-level event logistics, travel coordination, and VIP or governmental visits involving independent decision-making
• Take executive-level meeting notes and synthesize key insights, decisions, and action items into strategic summaries.
• Work with Government affairs staff to track key legislative and intergovernmental initiatives of specific interest to Mayor and Council
• Provide strategic oversight of Council budget administration and fiscal stewardship
• Collaborate with Deputy City Managers to coordinate high-profile stakeholder summits and strategic convenings for Council
• Anticipating operational or political issues and proactively resolving problems before they escalate
• Preparing and coordinating meeting agendas for Council and stakeholder briefings, including identifying key discussion items, gathering supporting materials, and ensuring they're adequately prepared
• Partner across the organization to streamline executive reporting, elevate critical issues, and ensure responsiveness to Council and community priorities.
• Maintains a forward-thinking approach, identifying potential challenges and implementing proactive solutions.
• Demonstrates initiative and sound judgment by anticipating executive needs and advancing solutions before issues arise.
• Support constituent services by reviewing inquiries and service requests, coordinating responses with appropriate departments, and monitoring resolution of concerns.
• Assist with preparation, tracking, and coordination of correspondence including letters, greetings, speeches, talking points, and official responses.
• Fulfill public records requests by researching, collecting, and organizing required communications and documentation in accordance with established procedures.
• Maintain office records, files, and documentation while ensuring the confidentiality of sensitive information and compliance with applicable policies and procedures.
• Provide cross-coverage support for team members and assist with special projects, technology coordination, and additional administrative assignments as needed.
• Ability to prepare speaking points and support other communication needs
• Perform other related duties as assigned.

Education and Experience:

Associate degree and three (3) years of related experience or a bachelor's degree and One (1) year of related experience

Required Knowledge and Skills:

Required Knowledge:

• Knowledge of advanced administrative support practices, office operations, and records management procedures.
• Knowledge of business correspondence preparation, scheduling coordination, and meeting support functions.
• Knowledge of customer service principles and effective constituent or stakeholder communication practices.
• Knowledge of confidentiality requirements and proper handling of sensitive information.
• Knowledge of standard office technology, software applications, and document management systems.

Required Skills:

• Strong organizational skills with the ability to manage multiple priorities and meet deadlines in a fast-paced environment.
• Strong verbal and written communication skills with the ability to interact professionally with elected officials, leadership, staff, and the public.
• Ability to exercise sound judgment, discretion, and professionalism in handling sensitive and confidential matters.
• Ability to coordinate meetings, events, and projects with attention to detail and follow-through.
• Ability to work independently with limited supervision while maintaining strong collaboration with team members.
• Ability to adapt to changing priorities and provide effective support in a dynamic work environment.
• Ability to establish and maintain effective working relationships with internal and external stakeholders.

PHYSICAL/MENTAL REQUIREMENTS:

Mobility to work in an office setting, use standard office equipment and stamina to sit for extended periods of time; strength to lift and carry up to 20 pounds; vision to read printed materials; and hearing and speech to communicate in person or over the telephone.

WORKING ENVIRONMENT:

Work is primarily performed in an office setting with frequent interaction with elected officials, staff, and the public. The role may require attendance at meetings, events, and functions outside of standard business hours, including occasional evenings and weekends.

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.m. to 3:30 p.m. (EST), excluding official City holidays.

For questions about your application or the hiring process, please email View email address on click.appcast.io.

The City of Charlotte is committed to making our services and programs accessible to all. Upon request, auxiliary aids, written materials in alternate formats, language access, and other reasonable accommodations or modifications will be provided. To make a request, please fill out the Innovation & Technology ADA request form or call View phone number on click.appcast.io.

BENEFITS

The City of Charlotte provides a comprehensive benefits package to eligible employees.

Click here to learn more about the City of Charlotte's benefits.

The City of Charlotte is a drug and alcohol-free workplace.