Administrative Specialist III

Primary Talent Partners; Charlotte (NC); On-site; USD 31,684 - 34,440; Full time

Job summary

A staffing agency is seeking an experienced Administrative Specialist III in Charlotte, NC. The role involves providing high-level administrative support to executives, managing calendars, and preparing documents. Candidates should have at least 8 years of experience in administrative roles, with strong Microsoft Office proficiency. This is an on-site position, requiring independent work in a fast-paced environment.

Qualifications

• Minimum 8 years of experience in an administrative support role.
• At least 3 years supporting executive leadership.
• Demonstrated professionalism and discretion.

Responsibilities

• Manage executive calendars and schedule meetings.
• Prepare and edit documents and reports.
• Maintain physical and digital filing systems.

Skills

Advanced proficiency in Microsoft Office Suite

Strong written and verbal communication skills

Ability to prioritize and multitask

Attention to detail

Strong computer skills

Education

Bachelor’s degree in Business Administration or related field

Tools

Microsoft Office Suite (Outlook, Word, Excel, PowerPoint, Teams)

Job description

Overview

Primary Talent Partners has a new contract opening for an Administrative Specialist III with our large power and utilities client in Charlotte, NC. This is a 12-month contract with a potential for extension. Pay range: $23.00/hr - $25.00/hr (W2 contract, no PTO, no Benefits). ACA-compliant supplemental package available for enrollment.

Description: If you want to join a team of curious optimists and courageous doers focused on driving innovation that will lead client’s efforts toward a smarter energy future, consider the Enterprise Innovation Consulting Services team. We’re the enterprise’s go-to internal consultancy. We help senior leaders and product teams solve complex problems with human-centered strategy, crisp facilitation, change leadership, and compelling storytelling that creates the clarity, alignment, and speed needed to deliver results.

The Administrative Specialist III will provide high-level administrative support to multiple Managers and executives at the Innovation Center at Optimist Hall. This role requires a highly organized and experienced professional who can manage competing priorities, maintain confidentiality, and work independently in a fast-paced environment. The successful candidate must demonstrate initiative, sound judgment, and the ability to manage daily operations with minimal supervision. Depending upon the desired qualifications of the successful candidate, the hiring manager may elect to fill this position at a higher level within the job hierarchy.

Responsibilities

• Manage executive calendars, schedule meetings, and office seating arrangements.
• Prepare and edit documents, presentations, and reports.
• Submit and track purchase requisitions (PRs), process vendor invoices, and manage budget tracking and reconciliation for leadership.
• Support meeting coordination, including booking conference rooms and handling catering logistics.
• Maintain physical and digital filing systems, ensuring easy retrieval and confidentiality of materials.
• Assist with onboarding and offboarding processes, including coordinating access, tools, and system updates.
• Coordinate with facilities and day porter staff to ensure shared office spaces remain organized and professional.
• Communicate effectively with internal teams, peer admins, and external contacts.
• Provide backup and cross-functional support to other executive assistants as needed.
• Respond to complex inquiries from management and employees regarding a variety of questions, such as clarification of company policy and procedures.
• Anticipate the needs of the managers based on knowledge of the manager's mode of operation and individual preferences, coordinate, research, delegate, compile, and organize any work necessary to meet those needs.
• Maintain confidential records and reports, including onboarding, off-boarding, and invoicing.
• Prepare expense reports and reconciliation statements for self and management upon request.
• Utilize Microsoft Office Products at a high level of proficiency. Prepare and revise documents for use by management, e.g., Corporate Calendars.
• Maintain a consistently high level of availability to provide support to the Director according to the director's schedule.
• Maintain and demonstrate current knowledge of enterprise organization and business operations. Understand the work preferences and needs of the manager. Communicate effectively with other managers and their support staff.
• Exercise excellent interpersonal skills and demonstrate the ability to work with employees at all levels within and outside the organization in a highly professional manner.
• Prepare correspondence and written communications using a variety of excellent written communication skills.

Required Skills and Qualifications

• Minimum 8 years of experience in an administrative support role, with at least 3 years supporting executive leadership.
• Advanced proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint, Teams).
• Strong written and verbal communication skills.
• Ability to prioritize and multitask in a dynamic environment.
• Demonstrated professionalism, discretion, and attention to detail.
• Self-starter with the ability to work independently without direct supervision.
• Strong computer skills, including Outlook, Excel, Word, PowerPoint.
• Fully functioning degreed professional or equivalent job-related work experience.

Preferred Qualifications

• Prior experience in a regulated industry or corporate setting.
• Familiarity with systems and organizational structure.
• Experience with invoice processing, PRs, and procurement systems.
• Bachelor’s degree in Business Administration or a related field is preferred but not required.
• Ability to manage confidential information with the highest integrity.
• Ability to research independently, multi-task, and meet deadlines under tight timeframes.

Work Environment

• On-site support required at the Innovation Center at Optimist Hall location in Charlotte, NC 5 days per week.
• Primarily an office-based role with continual support for events and special projects at other locations in the greater Charlotte, NC area.

Primary Talent Partners is an Equal Opportunity / Affirmative Action employer committed to diversity in the workplace. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, age, national origin, disability, protected veteran status, gender identity, or any other factor protected by applicable federal, state, or local laws. If you are a person with a disability needing assistance with the application or at any point in the hiring process, please contact us at [e-mail]