Administrative Manager

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®! 93% of our employees say it is a great place to work, compared to 57% of employees at a typical US-based company. 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:

The Administrative Manager is the operational backbone of Raftelis' administrative function, overseeing day-to-day administrative operations across four office locations while directly supervising five administrative professionals in Austin, TX; Orlando, FL; Cincinnati, OH; and Charlotte, NC. Firmwide, this person sets the standard for administrative consistency and quality, serving as the primary point of contact for corporate administrative needs. Locally, the Administrative Manager manages office operations for the Charlotte location.

The Administrative Manager reports to the Chief Administrative Officer and ensures the firm's administrative professionals are well-supported and effective. This position is based in Raftelis' Charlotte office. Occasional travel to other office locations may be required for team meetings, training, or special events. Some schedule flexibility may be needed to support events or time-sensitive deadlines. Raftelis covers the cost of parking.

Primary Responsibilities:

Administrative Team Leadership

• Lead regular team check-ins with remote and on-site administrative staff to communicate priorities, share updates, and support team cohesion.
• Supervise, mentor, and evaluate five administrative professionals across four offices, setting performance expectations, soliciting input from practice leads, and providing regular feedback.
• Develop and maintain standardized administrative procedures, templates, and workflows to promote consistency across all offices.
• Coordinate workload distribution and cross-office coverage to manage peak periods, staff absences, and special projects.
• Identify training needs and create professional development opportunities for administrative staff.

Corporate Administrative Oversight

• Oversee preparation and distribution of quarterly Board Meeting packages, ensuring accuracy, completeness, and timely delivery.
• Manage logistics for the Annual Shareholder Call, including scheduling, materials, and follow-up.
• Oversee firmwide compliance filings, including business license renewals, state registrations, registered agent requirements, Municipal Advisor annual filings, and quarterly political contribution disclosures.
• Oversee certificates of insurance during annual renewals and throughout the year for client and contract requirements.
• Coordinate notary services and contract signature processes across offices.

Event Planning and Coordination

• Plan and manage the semiannual firm retreat, including venue selection, logistics, agenda coordination, and budget management.
• Plan and execute client dinners and conference events throughout the year.
• Coordinate with practice leaders and executive staff on event objectives, guest lists, and post-event follow-up.
• Experience supporting office moves and expansions, including coordinating with building management, vendors, and internal stakeholders such as IT to ensure smooth transitions.

Charlotte Office Management

• Serve as the on-site office manager for the Charlotte office, managing day-to-day operations and acting as the primary contact for building management and vendors.
• Oversee office space planning, maintenance requests, facility needs, and review and approval of monthly parking and shipping invoices.
• Ability to work collaboratively across corporate functions, including Finance, HR, Creative Services, and IT, to support firmwide initiatives and ensure administrative operations align with broader organizational needs.

Vendor and Budget Management

• Manage relationships with key firmwide administrative vendors, including office supply companies, shipping providers, catering services, and event venues.
• Track and report on administrative budgets across offices, identifying cost-saving opportunities.
• Negotiate vendor contracts and service agreements on an ongoing basis.

Requirements:

• Bachelor's degree in business administration, management, or a related field.
• Minimum of seven years of progressive administrative experience, including at least three years in a supervisory or management role.
• Ability to manage complex, multi-office operations with competing priorities and time-sensitive deadlines.
• Strong written and verbal communication skills, including experience preparing materials for senior leadership and executive audiences.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, Teams).
• Comfort using AI tools in day-to-day work, with a willingness to experiment and identify opportunities to use AI to improve administrative processes and create efficiencies.
• Experience with event planning, budget management, and corporate governance support.

Preferred:

• Experience in a professional services or consulting firm environment.
• Experience with business licensing and state registration compliance across multiple states.
• Experience with SharePoint and Deltek
• Notary public certification or willingness to obtain.

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
• 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
  

The salary range for the Administrative Manager position is $90k to $110k. Compensation depends on experience. This position may be eligible for an annual performance bonus in the range of up to 10% of compensation, depending on the firm's yearly performance and the performance of the employee. Such bonuses are not guaranteed and are at the discretion of the firm.

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.

To learn more about Raftelis and apply, please visit www.raftelis.com.