Administrative Assistant to COO Job Charlotte area,North Carolina USA,Administrative/Clerical

Position: Administrative Assistant to the COO

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.

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, One Drive, 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.?

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.

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…