Administrative Assistant

Salas O'Brien, Inc.; Charlotte (NC); On-site; USD 27,552 - 30,307; Full time

Job summary

Salas O’Brien in Charlotte, NC is seeking an Administrative Assistant to provide proactive support to the Managing Principal and division across Accounting, Marketing, and Operations. You will help maintain schedules, prepare materials, and coordinate logistics to keep priorities moving smoothly.

This role requires strong organizational and communication skills, discretion with confidential information, and proficiency with Microsoft Office.

Qualifications

• Currently enrolled in or recently graduated from a college program in Business Administration, or a related field.
• Strong organizational and time management skills.
• Excellent written and verbal communication abilities.
• Ability to maintain confidentiality and handle sensitive information professionally.
• Proficiency in Microsoft Office (Outlook, Excel, PowerPoint, SharePoint) and willingness to learn new platforms.
• A proactive, self-motivated approach with attention to detail.

Responsibilities

• Administrative & Executive Support: Assist with scheduling and coordinating meetings for executive leadership.
• Draft agendas, presentations, and meeting minutes.
• Organize and update executive calendars and appointment tracking.
• Conduct research and compile data for reports or special projects.
• Assist with office organization and logistics, including supplies and facility needs.
• Coordinate onboarding announcements and internal communications for new hires.
• Accounting Support: Assist with creating and submitting travel and expense reports for executive leadership.
• Track and organize receipts, approvals, and reconciliation processes.
• Ensure compliance with company policies for expense reporting and documentation.
• Operations & Event Coordination: Help coordinate office activities, team-building events, and special meetings.
• Assist in planning logistics for conferences, off-site meetings, and leadership gatherings.
• Support travel arrangements and related logistics for executives and visitors.
• Serve as the office Safety Liaison, completing the monthly Health & Safety Checklist and ensuring the Emergency Response Plan remains current and compliant.
• Marketing & Communications: Support the administration of digital business cards and internal/external communications.
• Hands-on experience in executive administration, operations, and accounting support.
• Exposure to leadership decision-making and office management.
• Professional development through mentorship and real-world project experience.
• Flexible work schedule to accommodate academic commitments.

Skills

Microsoft Office

Time management

Written communication

Verbal communication

Confidentiality

Organizational skills

Education

High School or better

Tools

Outlook

Excel

PowerPoint

SharePoint

Job description

At Salas O’Brien we tell our clients that we’re engineered for impact. This passion for making a difference applies just as much to our team as it does to our projects. That’s why we’re committed to living our values every day: inspiring, achieving, and connecting as shared owners of our success with a focus on a sustainable future.

Building for the long-term means that all of our team members can expect to work on amazing projects with a people-first approach to problem solving. It also means that each member of our team has truly limitless potential to build a unique, meaningful, and high-impact career—and they’ll receive great total rewards along the way.

About Us:

Founded in 1975, Salas O’Brien is an employee-owned engineering and professional services firm focused on achieving impact for our clients, our team, and the world. We know that tomorrow’s requirements are today’s opportunities, and we are here to design lasting solutions for pressing challenges.

We work across a variety of industries providing integrated engineering and consulting services. Our specialized experience includes design for data centers, healthcare, science and technology, high-rise buildings, clean energy, education, and other building types as well as structural and building sciences, infrastructure asset management, advanced robotics, and more.

Our technical expertise is paired with an exceptional team of business development, human resources, finance and accounting, information technology, and marketing professionals, all of whom play a key role in bringing our commitments to life every day.

Job Summary:

The Administrative Assistant will provide support to the Managing Principal and division in a variety of areas such as Accounting, Marketing, and Operations. This role is dedicated to ensuring smooth execution of priorities, streamlined communication, and proactive management of commitments.

Duties and Responsibilities:

Administrative & Executive Support:

• Assist with scheduling and coordinating meetings for executive leadership.
• Support in drafting agendas, presentations, and meeting minutes.
• Assist with organizing and updating executive calendars and appointment tracking.
• Conduct research and compile data for reports or special projects.
• Assist with office organization and logistics, including supplies and facility needs.
• Coordinate parking validations for team members.

Onboarding Support:

• Coordinate onboarding announcements and internal communications for new hires.
• Assist with planning and scheduling candidate visits, including interview logistics.
• Support in distributing welcome materials for new hires.
• Ensure new hires receive the necessary office setup and access information.

Accounting Support:

• Assist with creating and submitting travel and expense reports for executive leadership.
• Track and organize receipts, approvals, and reconciliation processes.
• Ensure compliance with company policies for expense reporting and documentation.

Operations & Event Coordination:

• Help coordinate office activities, team-building events, and special meetings.
• Assist in planning logistics for conferences, off-site meetings, and leadership gatherings.
• Support travel arrangements and related logistics for executives and visitors.
• Serve as the office Safety Liaison, completing the monthly Health & Safety Checklist and ensuring the Emergency Response Plan remains current and compliant.

Marketing & Communications:

• Support the administration of digital business cards and internal/external communications.
• Hands-on experience in executive administration, operations, and accounting support.
• Exposure to leadership decision-making and office management.
• Professional development through mentorship and real-world project experience.
• Flexible work schedule to accommodate academic commitments.

Qualifications and Experience:

• Currently enrolled in or recently graduated from a college program in BusinessAdministration, or a related field.
• Strong organizational and time management skills.
• Excellent written and verbal communication abilities.
• Ability to maintain confidentiality and handle sensitive information professionally.
• Proficiency in Microsoft Office (Outlook, Excel, PowerPoint, SharePoint) and willingness to learn new platforms.
• A proactive, self-motivated approach with attention to detail.

Preferred Qualifications:

• Experience with data management software or programs.

Location: Charlotte, NC

Schedule: Full-Time

Compensation:

The expected base salary range for this role is $20.00-$22.00 per hour. Actual compensation will be determined based on a number of factors including skills, experience, qualifications, and location.

Equal Opportunity Employment Statement

Salas O’Brien provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state/provincial, or local laws. Salas O’Brien will accommodate the disability-related needs of applicants as required by law.

Qualifications

Education

Required

High School or better.

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities
This employer is required to notify all applicants of their rights pursuant to federal employment laws.For further information, please review the Know Your Rights notice from the Department of Labor.