Administrative Assistant

Raftelis • Charlotte, NC

2d • Onsite

About The Position

Raftelis is seeking an Administrative Assistant to support the Administrative Manager and handle daily administrative operations. The position also serves as a liaison with building management and helps maintain state licenses and corporate files, as well as plan meetings and events. It requires discretion and the ability to handle highly confidential information.

The Administrative Assistant provides support to the Charlotte Leadership Team and helps maintain shared workspaces, coordinate facilities needs, manage office supplies and access arrangements, and organize records. The role is based in the office Monday through Friday, 8:30 a.m. to 5:30 p.m., and may provide assistance to other offices as needed.

Requirements

• Bachelor’s degree or equivalent experience.
• Demonstrated tact and discretion in handling sensitive and confidential information, with the ability to maintain professionalism.
• Strong proficiency in MS Office, including Outlook, Word, Excel, and PowerPoint.
• Solid oral and written communication skills, including the ability to draft well-written correspondence.
• Ability to manage performance independently and effectively.
• Strong organizational skills and attention to detail.
• Excellent time-management skills.
• Willingness and ability to work in the office Monday through Friday from 8:30 a.m. to 5:30 p.m.
• Legally authorized to work in the United States without requiring current or future employment visa sponsorship.

Nice To Haves

• Notary Public Certification or the ability to earn the certification.

Responsibilities

• Answer phones, respond to employee and client requests and questions, retrieve and distribute mail, and manage USPS, UPS, and FedEx shipments.
• Maintain business licenses and related corporate documents.
• Provide administrative support to the Charlotte Leadership Team, including contract routing, document preparation, travel and conference planning, expense reporting, and meeting planning.
• Obtain certificates of insurance for project work by coordinating with the insurance broker.
• Keep shared workspaces—including the reception area, conference rooms, kitchen and breakroom, and copy/print stations—clean, organized, and operational.
• Maintain the kitchen and breakroom, including loading and unloading the dishwasher, wiping counters, organizing the beverage station, and ordering and replenishing snacks.
• Ensure office supplies and meeting materials are available during normal operations and before client visits and internal meetings.
• Coordinate with building property management, custodial services, and external facilities vendors to report repair needs, schedule deep cleans, and maintain routine building standards.
• Order food and supplies for client or organizational gatherings.
• Manage parking passes, access cards, and parking validations.
• Organize and maintain correspondence, records, and related files on SharePoint.
• Assist other offices as needed and handle ad hoc requests.
• Use familiarity with AI tools and AI agents in the role.

Benefits

• Competitive compensation and a generous bonus structure.
• 100% company-paid employee medical coverage under an HSA plan.
• 50% company-paid dependent medical coverage and dental benefits.
• PPO medical plan buy-up option.
• Health Savings Account.
• Medical and Dependent Care Flexible Spending Accounts.
• Vision insurance.
• Company-paid life and disability insurance.
• Employee Assistance Program.
• Discretionary paid time off program.
• Education reimbursement program.
• 401(k) with company contributions.
• Long-term care benefits.
• Pet insurance.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level