Administrative Assistant

City of Charlotte•Charlotte, NC

31d•Onsite

About The Position

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.

Requirements

High school graduate or equivalent and two-years relevant experience.
Knowledge of administrative procedures, office operations, and standard business practices
Knowledge of Microsoft Office Suite, with strong emphasis on Excel and data organization
Knowledge of office technology, business systems, and digital record‑keeping platforms
Knowledge of records management practices, including retention, organization, and secure handling of confidential information
Knowledge of basic procurement workflows, travel processes, and departmental policies
Skill in building and maintaining effective working relationships with staff, airport tenants, vendors, and external partners
Skill in managing multiple tasks, shifting priorities, and meeting deadlines in a fast-paced environment
Skill in organizing information, maintaining accurate records, and preparing clear documentation
Skill in using Microsoft Excel and other business systems to track, organize, and present operational data
Skill in providing responsive and professional customer service
Skill in applying problem solving and troubleshooting skills to routine administrative and operational issues
Skill in working collaboratively across teams and communicating effectively
Ability to handle complex administrative tasks with discretion and attention to detail
Ability to communicate clearly and professionally in both written and verbal formats
Ability to analyze information, identify issues, and recommend practical solutions
Ability to support meetings, projects, travel coordination, procurement processes, and operational workflows
Ability to learn and adapt to new technologies, systems, and procedures
Ability to work independently and collaboratively with diverse workgroups
Ability to maintain confidentiality and follow established procedures, policies, and federal requirements

Nice To Haves

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.

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.