Administrative Specialist

Description: Location: Optimist Hall – Charlotte, NC (In office/ 5 days per week) Department: Experience and Operations Position Summary: If you want to join a team of curious optimists and courageous doers focused on driving innovation that will lead Duke Energy'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 Duke Energy's 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. Key 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 Duke Energy 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 Duke Energy 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 Duke Energy Innovation Center at Optimist Hall location in Charlotte, NC 5 days per week.