Administrative Assistant, Executive Cabinet Member

Non Instructional/Support Services - Position - Other

Job Number

Start Date

Open Date 05/09/2025

Closing Date 05/16/2025

General Definition of Work

The Administrative Assistant to an Executive Cabinet Member under general supervision, performs complex executive-level administrative support to an executive cabinet level position, while managing the day-to-day office administration of the department. Carries out and delegates details as appropriate for assigned responsibilities.

Qualifications

To perform this job successfully, an individual must be able to perform each essential function satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Salary/Status

NC 12 Hourly Non-Certified Schedule/Full-time, 12 months

Reports To

Executive Cabinet Member

Place of Work

The normal place of work is on the premises used by Charlotte-Mecklenburg Schools. Charlotte- Mecklenburg Schools reserves the right to require you to work at such other place(s) as it may reasonably require from time to time.

Essential Functions

Adhere to all state, federal, and local laws, policies, and procedures.

Serve as an assistant to a Executive Cabinet level position, maintaining confidentiality.

Maintain the cabinet member's appointment calendar; schedule meetings and conferences between internal and external stakeholders.

Prepare agendas, reports, correspondence, and memorandums.

Respond to direct inquiries and routes calls to the appropriate party for prompt and efficient resolution with confidentiality and a high level of professionalism.

Support stakeholders in person, via phone, and email.

Respond and resolve internal and external inquiries and complaints; exercise judgment in policy explanations while providing excellent customer service. Refer inquiries and complaints to appropriate staff when necessary.

Participate in coordinating and administering division budgets; assist in monitoring expenditures.

Initiate procurement of supplies, materials and services, negotiate/solicit quotes, review and draft vendor contracts and process payments to vendors. Monitor expenditures, issue purchase orders, and process fund transfers.

Serve as p-card administrator of Division.

Maintain supply, technology and furniture inventory.

Make necessary arrangements for staff attendance at conferences, workshops and meetings; Secure workshop registration, airline transportation, hotel accommodations and process travel expenses upon return.

Process payroll, report and maintain employee leave/absences, process quarterly mileage and expense reimbursements, coordinate catering.

Maintain and update important records and forms including electronic records, and an efficient and effective filing system.

Perform related work as assigned or required.

# of Jobs 1.00

Salary: From 25.21

Teacher Scale N

Minimum Educational Requirements Associate Degree

Term 12 Month

Additional Job Information

Education and Experience

Associate degree

Five years of experience in office administration and management of senior level executive scheduling.

OR

Any equivalent combination of education and experience which provides the required knowledge, skills, and abilities to perform the essential duties and responsibilities of the position.

Special Requirements

Possess and maintain a Valid Driver's License or ability to provide own transportation

Travel to school district buildings and professional meetings

May be required to attend offsite and/or community events that may occur outside of normal business hours. Must provide own transportation for travel throughout the district.

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