Executive Admin & Travel Coordinator

HNTB; Charlotte (NC); On-site; USD 42,000 - 48,000; Full time

Job summary

HNTB is seeking an administrative professional to provide high‑level support in Charlotte, NC. You will manage calendars, coordinate meetings, arrange travel, handle correspondence, and maintain files using Outlook, Word, Excel and PowerPoint.

Requirements include a High School Diploma/GED and 4 years of related experience, with emphasis on confidentiality, organization and juggling multiple priorities in a fast-paced environment.

Qualifications

• High School Diploma/GED or equivalent.
• 4 years related administrative experience.
• Ability to maintain confidentiality.
• Planning, time management and organizational skills.
• Attention to detail.
• Ability to balance multiple tasks and changing priorities.

Responsibilities

• Maintains multiple calendars and schedules appointments. Coordinates and schedules meetings and prepares meeting agendas. Coordinates and arranges the logistics and details of travel and accommodations, and prepares travel itineraries.
• Screens incoming calls, emails, letters and visitors. Answers routine questions and provides information on behalf of the manager. Sorts and distributes incoming mail and prepares outgoing mail. Routes or answers routine correspondence not requiring manager’s attention.
• Communicates management’s instructions or desires to various individuals and/or departments and initiates follow‑up action. Furnishes and obtains information from other executives or outside representatives as requested.
• Prepares reports, gathering and summarizing a variety of data from multiple sources. Composes and produces a variety of correspondence, reports and presentations under general guidance using the appropriate software for word processing, graphics and spreadsheets.
• Organizes and maintains office files (electronic and hardcopy) and records in accordance with internal retention policy and procedures.
• Prepares and submits expense reports, ensuring timely processing, supporting documentation and accurate coding of expense items.
• May transcribe dictation, often covering subjects of a technical and/or confidential nature.
• Performs other duties as assigned.

Skills

Calendar management

Meeting coordination

Travel arrangements

Communication

Confidentiality

Time management

Multitasking

Organization

Education

High School Diploma/GED or equivalent

Tools

Outlook

Word

Excel

PowerPoint

Job description

HNTB is seeking an administrative professional to provide high‑level support in Charlotte, NC. You will manage calendars, coordinate meetings, arrange travel, handle correspondence, and maintain files using Outlook, Word, Excel and PowerPoint.

Requirements include a High School Diploma/GED and 4 years of related experience, with emphasis on confidentiality, organization and juggling multiple priorities in a fast-paced environment.