MPTA Board Executive Assistant

City of Charlotte•Charlotte, NC

5d•Onsite

About The Position

The Executive Assistant works with MPTA/CATS staff to provide high-level administrative and operational support to the MPTA Board and serves as a trusted partner to the Board Administrator in managing Board operations, workflow, communications, scheduling, priorities, and governance activities. The role requires substantial independence, sound judgment, discretion, and the ability to manage sensitive and high‑visibility administrative matters with professionalism and accuracy. The position works with MPTA/CATS staff to support the Board Administrator and Board of Trustees by coordinating calendars, meetings, Board agendas and materials, communications, records, reports, travel, special projects, and follow‑up actions while serving as the central coordination point for Board Office operations. Responsibilities include preparing correspondence and meeting materials, maintaining official Board records, managing governance documentation, handling confidential information, and ensuring administrative tasks are completed accurately and in compliance with laws, policies, and public records requirements. The Executive Assistant is expected to work with MPTA/CATS staff to anticipate administrative needs, identify issues requiring attention, prioritize competing demands, and independently manage a broad range of Board Office responsibilities. With strong initiative and judgment, the position helps ensure efficient Board governance, effective communication among Trustees, executive leadership, staff, elected officials, and the public, and smooth operation of Board and committee activities.

Requirements

Associate degree and six (6) years of progressively responsible clerical, administrative support, customer service, or general office support experience, including at least three (3) years supporting senior managers, directors, or executives; or an equivalent combination of education and experience.
Experience managing complex schedules, high-level document preparation, sensitive information, and recurring administrative coordination for senior leadership.
Experience using standard office software, including word processing, email, spreadsheets, calendar applications, presentation software, and collaboration tools.

Nice To Haves

Experience supporting senior leadership in a public agency, transportation organization, or similarly complex operating environment.
Experience coordinating division-wide meetings, executive briefings, leadership communications, or special projects.
Experience handling confidential or high-visibility administrative matters requiring independent judgment and discretion.

Responsibilities

Provide high-level administrative and operational support to the Board Administrator and Board of Trustees.
Manage complex calendars, appointments, Board and committee scheduling, and coordination with Trustees, legal counsel, consultants, and external partners.
Prepare, proofread, format, and distribute Board agendas, packets, resolutions, correspondence, reports, and briefing materials.
Support daily Board Office operations and assist with Trustee onboarding and orientation.
Coordinate logistics for Board and committee meetings, workshops, retreats, hearings, and special events.
Schedule meetings, confirm attendance, secure facilities, arrange technology needs, and prepare meeting materials.
Record or coordinate minutes, maintain attendance records, and track Board actions and follow-up items.
Coordinate travel arrangements, itineraries, reimbursements, and related administrative processes support ceremonial events, community meetings, and Board recognition activities.
Manage incoming communications, requests, inquiries, and scheduling for the Board Office.
Prioritize matters requiring attention and ensure timely routing and follow-up.
Draft routine notices, correspondence, memoranda, and public communications.
Serve as the primary administrative contact for Trustees, executives, employees, elected officials, vendors, and the public.
Facilitate communication and information flow between Trustees, executive leadership, departments, and external stakeholders.
Coordinate recurring governance activities, annual calendars, reporting cycles, and policy review schedules.
Maintain Board calendars, committee schedules, action logs, tracking tools, and administrative reference materials.
Support governance initiatives, policy updates, special projects, and cross-functional administrative tasks.
Monitor deadlines to ensure timely completion and distribution of Board materials and documentation.
Maintain official Board records, resolutions, policies, minutes, and governance archives.
Organize and maintain electronic and physical filing systems consistent with records retention requirements.
Assist with managing Board portals, document repositories, and governance databases.
Support compliance with public records laws, retention schedules, Board policies, and governance procedures.
Prepare, publish, and distribute agendas, minutes, and required public documents.
Process invoices, purchase requests, reimbursements, contracts, and other administrative transactions.
Assist with monitoring Board Office expenditures, budgets, and administrative records.
Coordinate vendor and consultant documentation and purchasing activities in accordance with Authority policies.
Maintain tracking systems for contracts, projects, recurring Board activities, and operational deadlines.
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 the Board Administrator or executive leadership.
Ensure confidentiality, integrity, and security of Board records and communications.
Maintain electronic calendars, Board portals, document management systems, and collaboration platforms.
Support virtual meetings, electronic voting systems, and digital materials.
Use Microsoft Office Suite and enterprise software to prepare reports, presentations, spreadsheets, and documentation.
Recommend and implement improvements to enhance Board Office administrative efficiency.
Anticipate and proactively address recurring administrative needs.
Organize, prioritize, and manage multiple assignments while meeting critical deadlines.
Perform additional duties and special projects as assigned in support of the Board Office and executive leadership.