Administrative Assistant Senior

Date Opened: Friday, October 03, 2025 12:00 AMClose Date: Wednesday, October 08, 2025 12:00 AMDepartment: Innovation and Technology DepartmentSalary: $28.99 - $36.23 Commensurate with Experience

Welcome to the City of Charlotte

Charlotte is America’s Queen City, opening her arms to a diverse and inclusive community of residents, businesses and visitors alike. Here you will find a safe, family-oriented city where people work together to help everyone thrive. The mission of the City of Charlotte is to deliver quality public services and promote the safety, health, and quality of life for all residents.

Our Guiding Principles Include:

• Attracting and retaining a skilled and diverse workforce
• Valuing teamwork, openness, accountability, productivity, and employee development
• Providing all customers with courteous, responsive, accessible, and seamless quality services
• Taking initiative to identify, analyze, and solve problems
• Collaborating with stakeholders to make informed decisions

Summary

The Administrative Assistant Senior (Working Title: Executive Assistant) provides high-level administrative, organizational, and strategic support to the Chief Information Officer (CIO) and executive leadership team within the City’s Innovation & Technology Department. This role requires exceptional discretion, professionalism, and judgment to manage sensitive information and complex priorities. The position involves managing executive schedules, coordinating cross-departmental initiatives, supporting governance and advisory committees, preparing strategic communications, and ensuring the CIO’s office operates with efficiency and impact. The Executive Assistant serves as a trusted partner, ensuring seamless alignment between the CIO, senior leadership, elected officials, and internal/external stakeholders.

Essential Job Functions:

• Provides direct executive-level administrative and operational support to the CIO and senior technology leadership team.
• Manages dynamic calendars and schedules; coordinates executive meetings, governance bodies, and interdepartmental initiatives; ensures critical deadlines are met.
• Oversees complex travel planning, conference participation, and external engagements, including vendor, industry, and council-related events.
• Prepares, edits, and proofs executive correspondence, presentations, reports, and briefings for City Council, advisory boards, and community stakeholders.
• Organizes and supports high-visibility meetings and events, including agenda development, materials preparation, logistics, and minute-taking.
• Screens communications, prioritizes issues requiring the CIO’s attention, and ensures timely follow-up on actions and decisions.
• Serves as liaison between the CIO’s office, City leadership, external partners, and technology vendors; fosters strong professional relationships.
• Tracks and monitors key technology projects, governance decisions, and executive commitments to ensure follow-through and accountability.
• Maintains confidentiality of sensitive and strategic matters; applies sound judgment in handling information and interactions.
• Supports workforce initiatives, professional development activities, and recognition programs for the technology department.
• Performs special projects as directed, including research, benchmarking, and preparing background materials to support CIO decision-making.

Minimum Qualifications/Preferred Qualifications:

Education:
High School diploma or GED; equivalent and 3-5 years of experience providing senior executive level support with preference for public sector or large organizational settings or Preferred Requirements; Associate's or Bachelor's degree in business administration, public administration, or related field with no year(s) of relevant experience.

Licenses, Certifications Or Registrations:

• Valid driver’s license required.
• Notary Public or project management support certification (preferred).

Knowledge, Skills And Abilities:

• Deep knowledge of executive administrative practices, office management, and government protocols.
• Mastery of Microsoft Office 365 suite (Word, Excel, PowerPoint, Outlook, Teams); ability to quickly adopt new collaboration and project-tracking tools.
• Skilled in drafting, editing, and reviewing executive correspondence, reports, and presentations with clarity and precision.
• Exceptional organizational skills with the ability to manage multiple priorities, anticipate needs, and maintain composure under pressure.
• Strong interpersonal and communication skills to interact effectively with elected officials, executive leadership, staff, and external stakeholders.
• Proven ability to exercise discretion and handle highly confidential and sensitive matters with integrity.
• Ability to work independently, solve problems proactively, and represent the CIO’s office with professionalism.

Physical Demands/Work Environment:

• Work performed primarily in a standard office environment with occasional off-site meetings and events.
• Requires extended periods of sitting, computer use, and professional communication; occasional lifting of materials up to 20 lbs.
• Position requires flexibility to support after-hours or emergency technology response coordination as needed.

Additional Information:

This job description is not intended to be and should not be construed as an inclusive list of all the responsibilities, skills, or working conditions associated with the position. While it is intended to accurately reflect the position activities and requirements, management reserves the right to modify, add or remove duties and assign other duties at any time.  This job description does not constitute a written or implied contract of employment.

To perform this job successfully, an individual must be able to perform the essential job functions satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the primary job functions herein described. Since every duty associated with this position may not be described herein, employees may be required to perform duties not specifically spelled out in the job description, but which may be reasonably considered to be incidental in the performing of their duties just as though they were written out in this job description.

Conditions Of Employment

The City’s Background Check Policy requires background checks to be conducted on final internal or external candidate(s) applying for any position with the City of Charlotte. The type of information that will be collected as part of a background check includes, but is not limited to: reference checks, social security verification, education verification, criminal conviction record check, and, if applicable, a credit history check, sex offender registry and motor vehicle records check.

Background checks must be in compliance with all federal and state statutes, such as the Fair Credit Reporting Act (FCRA). The checks must be consistent with the guidelines set forth by these laws requiring organizations to obtain a candidate’s written authorization before obtaining a criminal background report, motor vehicle records check or credit report; and to properly store and dispose of information derived from such reports.

Final candidates must pass a pre-employment drug-screening test and physical examination. During the selection process, candidates may be asked to take a skills test, and/or participate in other assessments.

The City of Charlotte is an Equal Opportunity Employer and does not unlawfully discriminate on the basis of race, religion, color, sex, national origin, marital status, age, disability, sexual orientation, political affiliation or on the basis of actual or perceived gender as expressed through dress, appearance, or behavior.

Our culture is to serve the community honorably.

How To Apply

Apply Online.

Federal law requires employers to provide reasonable accommodations to qualified individuals with disabilities. Please tell us if you require a reasonable accommodation to apply for a job.

You are welcome to visit the City of Charlotte Human Resources Department lobby, where self-service application kiosks are available. They are located in our office at 700 East 4th Street, Suite 200, Charlotte, NC 28202. We are open Monday through Friday, from 9:30 a.m. to 3:30 p.m. (EST), excluding official City holidays.

For questions about your application or the hiring process, please email Careers@ci.charlotte.nc.us.

The City of Charlotte is committed to making our services and programs accessible to all. Upon request, auxiliary aids, written materials in alternate formats, language access, and other reasonable accommodations or modifications will be provided. To make a request, please fill out the Innovation & Technology ADA request form or call 704.336.4120.

Benefits

The City of Charlotte provides a comprehensive benefits package to eligible employees.

Click here to learn more about the City of Charlotte’s benefits.

The City of Charlotte is a drug and alcohol-free workplace.