Mayor & City Council Support Specialist

City of Charlotte•Charlotte, NC

8d•$65,196 - $81,495•Onsite

About The Position

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.

Requirements

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

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.