EXECUTIVE ASSISTANT

Charlotte Pipe & Foundry Company • Charlotte, NC

4d

About The Position

The Executive Assistant provides administrative and organizational support to executives in the Finance, Legal, and Human Resources departments. The role supports efficient day-to-day operations by coordinating meetings, maintaining records, preparing documents, supporting departmental processes, and assisting with special projects. The ideal candidate is highly organized, detail-oriented, professional, and able to handle confidential information with discretion.

The position provides general administrative support across the three departments, including calendar and meeting coordination, document preparation and maintenance, travel and expense processing, records management, and follow-up on routine requests and action items. Finance-related support includes assisting with financial documentation, records, reports, and meeting materials. Legal support includes organizing contracts and legal records, coordinating signatures and approvals, and assisting with contract management and compliance processes. HR support includes preparing employee communications and materials, and assisting with reporting, data entry, and routine activity tracking.

The role works closely with Finance, Legal, and Human Resources leadership, other departments, and external business partners to support efficient operations and cross-functional collaboration. It requires professionalism, sound judgment, confidentiality, strong organizational and communication skills, and the ability to manage competing priorities and deadlines.

Requirements

• Three or more years of administrative or office support experience preferred.
• Proficiency in Microsoft Office applications, including Outlook, Word, Excel, and PowerPoint.
• Strong organizational skills and attention to detail.
• Excellent written and verbal communication skills.
• Ability to manage multiple priorities, meet deadlines, and work effectively with different departments.
• Demonstrated ability to maintain confidentiality and exercise sound judgment.
• Strong interpersonal skills and a customer-service-oriented approach.

Nice To Haves

• Experience supporting Finance, Legal, or Human Resources functions is a plus.

Responsibilities

• Provide day-to-day administrative support to Finance, Legal, and Human Resources leadership.
• Coordinate meetings, manage calendars, schedule appointments, and prepare meeting materials.
• Prepare, format, proofread, and maintain documents, presentations, reports, and correspondence.
• Coordinate travel arrangements and process expense reports as needed.
• Maintain organized electronic and physical files, records, and departmental documentation.
• Assist with special projects, internal communications, and other administrative initiatives.
• Serve as a point of contact for routine departmental requests and coordinate follow-up items.
• Take notes and summarize action items for executives during department and other material meetings.
• Assist with processing invoices, expense reports, purchase orders, and other financial documentation.
• Support the organization and maintenance of financial records and reports.
• Schedule financial meetings, prepare materials, and track action items.
• Provide general administrative support for accounts payable, accounts receivable, and other finance functions as needed.
• Prepare, format, organize, and maintain contracts, policies, legal documents, and correspondence.
• Maintain contract files, legal records, and document tracking logs.
• Coordinate signatures, approvals, and document distribution.
• Schedule meetings and coordinate communications with internal stakeholders and external legal counsel.
• Support administrative activities related to contract management, compliance, and other legal processes.
• Maintain strict confidentiality when handling sensitive legal documents and information.
• Support the preparation and distribution of HR communications, policies, and other employee materials.
• Assist with HR reporting, data entry, and tracking of routine departmental activities.
• Handle sensitive employee information with professionalism and discretion.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: No Education Listed