Administrative Assistant Senior

Date Opened: Friday, October 03, 2025 12:00 AM

Close Date: Wednesday, October 08, 2025 12:00 AM

Department: Innovation and Technology Department

Salary: $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