Administrative Assistant

Raftelis; Charlotte (NC); On-site; USD 63,000 - 84,000; Full time

Benefits offered by this job

Company-paid medical insurance

Dependent medical coverage

PPO option

Health Savings Account

Flexible Spending Accounts

Vision insurance

Life and disability insurance

Employee assistance program

Discretionary PTO

Education reimbursement

401(k) matching

Long-term care benefits

Pet insurance

Job summary

Raftelis Financial Consultants, Inc. seeks an Administrative Assistant to support the Administrative Manager, handle daily operations, and serve as a building management liaison, including licenses and corporate files and event planning.

The role requires maintaining confidentiality, coordinating travel, preparing documents, and assisting the Charlotte leadership team with meetings, contracts, and expense reporting. Strong MS Office skills and excellent communication are essential.

Qualifications

• Bachelor’s degree or equivalent experience.
• Discreet handling of confidential information and professionalism.
• Strong proficiency in MS Office applications (Outlook, Word, Excel, PowerPoint).
• Excellent written and verbal communication skills.
• Ability to work in the office Monday–Friday, 8:30 am–5:30 pm.

Responsibilities

• Answer phones, route requests, and manage mail and couriers (USPS/UPS/FedEx).
• Document maintenance for licenses and corporate files.
• Support Charlotte Leadership Team with contracts, travel, meetings, and expense reporting.
• Coordinate certificates of insurance with our broker.
• Maintain organized shared workspaces, reception, and breakroom.
• Manage kitchen/breakroom upkeep and supplies.
• Ensure office supplies and AV adapters are stocked.
• Coordinate with facilities vendors for repairs and maintenance.
• Prepare materials for client meetings and events; assist other offices as needed.
• Familiarity with AI tools and AI agents.

Skills

MS Office proficiency

Discretion & confidentiality

Communication skills

Time management

Organizational skills

Education

Bachelor’s degree or equivalent experience

Tools

MS SharePoint

Job description

Company Description:

Raftelis partners with local governments and utilities to solve their most complex challenges. Over the last year, we've worked with more than 700 organizations across the full spectrum of management consulting, from finance and strategic planning to technology, communications, organizational assessment, and executive recruitment.

We’re proud to share that Raftelis has been certified as a Great Place to Work®! As one of our employees said, “at Raftelis, we maintain a great balance between hard work and allowing staff to focus on their lives outside of work. We also have a strong culture where people genuinely care about each other, and leadership is committed to doing what's best for both our employees and the firm”.

Job Summary:

Supporting the Administrative Manager, this position will be responsible for handling daily administrative operations and serving as a building management liaison including handling state licenses and other corporate files, meeting and event planning. This position requires the ability to maintain the utmost confidential information and always exercise the highest discretion.

Primary Responsibilities:

• Answers phones, fields employees and clients requests and questions, retrieves and distributes mail, manages USPS, UPS, and FedEx
• Document maintenance and management for business licensees, etc.
• Provides administrative support and assistance to the Charlotte Leadership Team which includes contract routing, document preparation, travel planning, conference planning, expense reporting, meeting planning etc.
• Obtains certificates of insurance for project work by working with our insurance broker
• Maintains clean, organized, and fully operational shared workspaces, including the reception area, conference rooms, kitchen/breakroom, and copy/print stations.
• Manages kitchen and breakroom presentation, including loading and unloading the dishwasher, wiping counters, organizing beverage station, orders and replenishes snacks
• Ensures necessary supplies (pens, pads, markers, AV adapters) are available during normal operations and ahead of client visits and internal meetings.
• Coordinates with building property management, custodial services, and external facilities vendors to report repair needs, schedule deep cleans, and ensure routine building maintenance standards are met.
• Orders food and supplies for client or organizational gatherings.
• Manages parking passes, access cards, and parking validations.
• Organizes and maintains files of correspondence, records, and related materials on SharePoint.
• Assists other offices as needed. Handles various other ad hoc requests.
• Familiarity with AI tools and AI agents.

Requirements:

• Bachelor’s degree or equivalent experience
• Demonstrated tact, capacity for discreetly handling sensitive and confidential information, and ability to maintain professionalism
• Strong proficiency in MS Office (Outlook, Word, Excel, PowerPoint)
• Solid oral and written communication skills, including the ability to draft well‑written correspondence
• Ability to manage own performance independently and effectively
• Strong organizational skills and detail‑oriented
• Excellent time management
• Willing and able to work in the office Monday through Friday from 8:30 am to 5:30 pm

Preferences:

• Notary Public Certification or the ability to earn the certification

Studies have shown that women and people of color are less likely to apply for jobs unless they believe they can perform every job description task. We are most interested in finding the best candidate for the job, and that candidate may come from a less traditional background. We will consider any equivalent combination of knowledge, skills, education, and experience to meet minimum qualifications. If you are interested in applying, we encourage you to think broadly about your background and skill set for the role.

Rewards:

Working for a values‑based organization focused on growth with an exceptional reputation in its industry, employees receive competitive compensation, generous bonus structure and excellent benefits that include:

• 100% company‑paid employee medical (HSA plan) and 50% company‑paid dependent medical coverage and dental benefits
• PPO medical plan buy‑up option
• Health Savings Account
• Medical and Dependent Care Flexible Spending Accounts
• Vision Insurance
• Company‑paid Life and Disability Insurance
• Employee Assistance Program
• Discretionary paid time off program
• Education Reimbursement Program
• 401(k) with company contributions
• Long‑Term care benefits
• Pet insurance

Additional Information:

To qualify, applicants must be legally authorized to work in the United States and should not require, now or in the future, sponsorship for employment visa status. Raftelis uses E‑VERIFY. Raftelis is committed to providing equal employment opportunities and our sincere belief in the dignity of each employee, it is our policy to prohibit discrimination or harassment based on race, color, religion, creed, national origin or ancestry, gender identity, sexual orientation, marital status, domestic partnership status, familial status, parental status, sex, pregnancy, childbirth, or related condition, including but not limited to lactation, age, disability, genetic information, past, current, or prospective service in the uniformed services, volunteer rescue squad worker status or any other characteristic protected under applicable federal, state, or local law.

Raftelis is committed to providing reasonable accommodation for individuals with disabilities in employment. To request an accommodation to participate in the job application or interview process, contact Allison Harllee, Human Resources Manager at 704‑269‑2536.

The salary range for the Administrative Assistant position is $63k to $84k. Compensation depends on education and experience.