Administrative Assistant Jobs in Charlotte, NC

General Function

Provides high-level executive administrative and operational support to the Chief Operations Officer, exercising substantial independence, discretion, judgment, and initiative in coordinating the activities and priorities of the Office of the COO.

The position manages complex executive calendars, communications, meetings, information, administrative workflows, and special assignments while anticipating needs, resolving routine issues independently, and ensuring timely follow-through on commitments and priorities. Anticipates upcoming meetings, deadlines, decisions, and commitments and proactively ensures the COO has appropriate materials, background information, logistics, and follow-up support.

The position serves as a central coordination point for the Operations leadership team, including calendar and administrative coordination for Assistant Vice Presidents, and serves as the primary administrative liaison for Central Campus.

The role requires exceptional organization, technological proficiency, discretion, adaptability, and the ability to quickly learn institutional processes, priorities, systems, and organizational relationships.

Applicants are encouraged to apply promptly, as this posting may be taken down before the listed closing date once adequate candidate interest has been reached.

Duties and Responsibilities

• Drafts, reviews, edits, and formats executive correspondence, presentations, reports, agendas, briefing materials, and other documents, ensuring accuracy, professionalism, consistency, and appropriate executive-level presentation.
• Reviews materials submitted to the Office of the COO for completeness, accuracy, formatting, and readiness and coordinates corrections or additional information when necessary.
• Coordinates executive and leadership meetings, including scheduling, agendas, materials, logistics, documentation of decisions and action items, and appropriate follow-up.
• Tracks commitments, action items, deadlines, correspondence, and follow-up activities originating from meetings and executive discussions; proactively communicates with responsible parties to support timely completion. Provides administrative coordination and support for the Operations unit.
• Advanced proficiency with the Microsoft 365 productivity and collaboration environment, including Outlook, Teams, Word, Excel, PowerPoint, Copilot, Planner, Forms, Lists, OneDrive, SharePoint, and related productivity tools. Ability to independently learn and effectively use emerging Microsoft 365 capabilities and other enterprise applications.
• Demonstrated ability to use technology to organize information, improve administrative workflows, coordinate work, track commitments, collaborate across teams, and increase executive productivity.
• Demonstrated initiative and ability to independently identify needs, solve problems, establish priorities, and complete work with limited direction.
• Ability to exercise sound judgment and discretion when handling sensitive information, executive priorities, competing requests, and matters requiring confidentiality.
• Ability to anticipate needs, recognize potential issues before they become problems, and proactively recommend or implement appropriate solutions.
• Demonstrated learning agility and intellectual curiosity, with the ability to quickly understand new systems, organizational structures, business processes, terminology, and executive priorities.
• Serves as an administrative coordination point for the Operations Leadership Team, facilitating communication, scheduling, information sharing, and follow-through across the COO's organizational portfolio.
• Perform other duties as assigned.?

Minimum Requirements and Preferred Qualifications

Bachelor's degree from an accredited institution and five years of progressively responsible administrative experience, including significant experience supporting senior-level leadership; or an equivalent combination of education and relevant experience.

Preferred Qualifications:

• Master’s degree from an accredited institution.
• Five or more years of progressively responsible executive administrative experience supporting senior executives or complex organizational leadership teams.
• Advanced proficiency with Microsoft 365 applications and demonstrated experience using technology to improve administrative workflows and executive productivity.
• Experience working in a large, complex organization, higher education institution, governmental organization, or similarly multifaceted environment.

Additional Information

Knowledge, Skills, Abilities, and Worker Characteristics:

• Exceptional organizational skills and demonstrated ability to manage multiple priorities, deadlines, calendars, commitments, and information streams simultaneously.
• Advanced proficiency with Microsoft 365, particularly Outlook, Teams, Word, Excel, PowerPoint, SharePoint, OneDrive, and related collaboration and productivity tools.
• Demonstrated ability and willingness to quickly learn new technologies, systems, processes, and organizational subject matter.
• Strong analytical, critical-thinking, and problem-solving skills.
• Demonstrated initiative, resourcefulness, intellectual curiosity, and ability to work independently with limited direction.
• Ability to anticipate executive and organizational needs and proactively take appropriate action.
• Exceptional attention to detail and commitment to accuracy and quality.
• Excellent written and verbal communication skills, including the ability to prepare polished executive-level correspondence and materials.
• Strong interpersonal skills and ability to interact professionally and confidently with Cabinet members, senior leaders, employees, students, community partners, vendors, and external stakeholders.
• Ability to exercise discretion, diplomacy, sound judgment, and strict confidentiality.
• Ability to organize complex information, identify priorities, track commitments, and ensure timely follow-through.
• Ability to analyze and improve administrative processes and workflows using technology and sound business practices.
• Working knowledge of budgeting, procurement, travel, purchasing, and administrative financial processes.
• Adaptability and composure when priorities, schedules, or circumstances change rapidly.

• Operates in a fast-paced, cross-functional executive environment.
• May require travel between campuses.
• May require availability during institutional incidents or operational disruptions.
• Requires executive-level judgment and discretion.