MPTA Board Administrator

City of Charlotte•Charlotte, NC

4d•Onsite

About The Position

The Board Administrator serves as the Authority’s primary coordinator for Board governance, administration, and executive communications. The role provides high-level, confidential support to the Board of Trustees and acts as the main link between the Board and the Chief Executive Officer. Responsibilities include managing Board and committee operations, maintaining official records, coordinating governance processes, ensuring compliance with open meetings and public records laws, and supporting effective decision-making. As MPTA transitions to an independent public authority, this position helps establish standardized governance workflows, strengthen accountability, and expand capacity for Board oversight and transparency.

Requirements

Bachelor's degree in Public Administration, Business Administration, Political Science, Communications, Legal Studies, Organizational Leadership, or a closely related field.
Minimum of five (5) years of progressively responsible experience supporting executive leadership, governing boards, elected officials, or senior management in a public, governmental, quasi-governmental, or regulated organization.
Minimum of three (3) years of experience coordinating Board, Commission, Council, or Committee meetings, including preparation of agendas, minutes, resolutions, and official governance records.
Experience managing executive-level communications, confidential correspondence, and complex administrative operations.
Experience managing highly sensitive information, executive priorities, complex scheduling, high-level communications, and cross-functional coordination.
Experience coordinating multiple projects and priorities while supporting executive leadership in a fast-paced environment.
Experience interpreting and applying organizational policies, governance procedures, and administrative regulations.
Experience working with cross-functional teams and senior leaders to coordinate organizational initiatives and executive priorities.
Experience using standard office software, including word processing, email, spreadsheets, calendar applications, presentation software, and collaboration tools.
Public board governance principles, parliamentary procedures, and governance best practices.
Open meetings laws, public records requirements, records retention standards, ethics requirements, and other statutory obligations applicable to public agencies.
Executive office administration, document management, and records management practices.
Public sector organizational structure, budgeting, procurement, and administrative operations.
Professional business writing, document preparation, and executive correspondence.
Project coordination and organizational planning techniques.
Written communication with the ability to prepare professional agendas, Board packets, minutes, resolutions, policies, reports, presentations, and executive correspondence.
Verbal communication with the ability to communicate effectively with Board members, executive leadership, and employees.
Organizational and project management with the ability to manage multiple priorities, competing deadlines, and complex governance activities simultaneously.
Analysis and research with the ability to compile, interpret, and present information that supports executive and Board decision-making.
Proofreading, editing, and document quality assurance.
Meeting coordination and event planning.
Exercise sound judgment, political awareness, diplomacy, and discretion when handling confidential, sensitive, or high-profile matters.
Independently organize, prioritize, and complete assignments with minimal supervision while maintaining exceptional attention to detail.
Establish and maintain effective working relationships with diverse internal and external stakeholders.
Interpret and communicate laws, policies, regulations, and governance requirements.
Anticipate issues, identify solutions, and recommend process improvements that strengthen governance and organizational effectiveness.
Maintain accurate official records and ensure compliance with statutory and organizational requirements.
Work outside normal business hours as necessary to support board meetings, committee meetings, workshops, retreats, and special governance activities.

Nice To Haves

Master's degree in Public Administration (MPA), Business Administration (MBA), Public Policy, or a related discipline.
Experience supporting a public transit agency, municipal government, public authority, or other public sector organization.
Experience serving in a trusted executive support role requiring mature judgment, discretion, and independent action.
Certification or training in parliamentary procedure, records management, or public sector governance.

Responsibilities

Coordinate Board and committee meetings, workshops, retreats, hearings, and special sessions.
Serve as Clerk to the Board and maintain official governance records.
Prepare agendas, meeting packets, briefings, resolutions, and supporting materials with support from MPTA Executive Assistant.
Attend meetings and prepare certified minutes and records of Board actions.
Track Board attendance, directives, motions, and follow‑up items through completion.
Coordinate onboarding and orientation for new Trustees.
Maintain bylaws, committee charters, and governance manuals.
Serve as a liaison between the Chief Executive Officer, Board members, and executive leadership.
Coordinate responses to Trustee inquiries and information needs.
Prepare executive correspondence, reports, presentations, and briefing materials.
Ensure accurate and timely communication related to Board actions and policy matters.
Ensure compliance with open meetings laws, public notice requirements, ethics standards, and public records laws.
Publish agendas, meeting materials, minutes, and legal notices.
Maintain governance records consistent with retention and archival standards.
Support governance activities including elections, appointments, and required reporting.
Interface with general counsel regarding meeting legal requirements and tracking state and federal legislation.
Coordinate review, routing, and approval of Board resolutions, policies, contracts, and other action items.
Maintain centralized tracking of Board approvals and implementation status.
Monitor recurring deadlines for governance reporting and regulatory submissions.
Ensure all Board documentation is complete, accurate, and properly archived.
Coordinate committee meetings and prepare agendas and materials.
Track committee recommendations and follow-up actions.
Coordinate responses to Board-related public records requests.
Maintain public-facing information including agendas, minutes, policies, and governance documents.
Support public comment processes and transparency initiatives.
Advise executive leadership on governance protocols, processes, and requirements.
Research and recommend governance best practices and process improvements.
Monitor legislative and regulatory developments impacting governance.
Support the transition to an independent authority by establishing scalable governance systems.
Handle sensitive and confidential information with discretion and professionalism.
Maintain confidential records involving personnel, legal, financial, procurement, governance, and strategic matters.
Exercise judgment when managing access to sensitive information and prioritizing requests.
Identify issues requiring escalation to executive leadership.
Ensure confidentiality, integrity, and security of Board records and communications.
Coordinate with MPTA/CATS staff on special projects.
Assists with the preparation and maintenance of the Board’s website pages, public meetings page and intranet materials.
Support organizational initiatives requiring Board coordination.
Perform other related duties as assigned in support of the Board of Trustees.