Administrative Assistant

Job Title: Administrative Assistant

Job Description

This Administrative Assistant role provides comprehensive administrative and office support, including document preparation, records management, meeting coordination, and basic bookkeeping. The position supports executives and internal teams by managing day-to-day office operations, ensuring accurate documentation, and delivering high-quality customer and administrative service.

Responsibilities

• Perform general office duties such as ordering supplies, maintaining records management systems, and completing basic bookkeeping tasks.
• Prepare invoices, reports, memos, letters, financial statements, and other business documents with accuracy and professionalism.
• File and retrieve corporate documents, records, and reports to support efficient information access and compliance.
• Read and analyze incoming memos, submissions, and reports to determine their significance and plan appropriate distribution.
• Prepare agendas and make arrangements for committee, board, and other meetings, including scheduling, logistics, and materials.
• Provide administrative support to executives and team members, including calendar management and coordination of daily activities.
• Support fulfillment-related administrative tasks to ensure timely and accurate processing of requests and documentation.
• Deliver professional customer service to internal and external stakeholders, responding to inquiries and providing information in a timely manner.
• Enter and maintain data accurately in relevant systems and applications to support reporting and decision-making.
• Use Microsoft Office applications and related tools to create, edit, and manage documents, spreadsheets, presentations, and expense reports.

Essential Skills

• 5–7 years of administrative support or related experience.
• High school diploma or GED.
• Experience working with executives, including handling sensitive information and supporting high-level schedules and priorities.
• Proficiency with Microsoft Word, Excel, and PowerPoint.
• Experience with Microsoft Suite and Concur or similar expense management tools.
• Strong administrative support skills, including calendar management, document preparation, and records management.
• Customer service skills with the ability to communicate clearly and professionally.
• Accuracy and attention to detail in data entry, documentation, and basic bookkeeping tasks.
• Ability to read, analyze, and prioritize incoming information such as memos, submissions, and reports.
• Strong organizational and time management skills to handle multiple tasks and deadlines.

Additional Skills & Qualifications

• Experience providing fulfillment support in an administrative or office environment.
• Exposure to marketing-related administrative tasks or support functions.
• Ability to build strong internal relationships and network across teams.
• Comfort working in a fast-paced environment with changing priorities.
• Interest in opportunities that may lead to role extension or conversion to a permanent position based on performance and internal needs.

Work Environment

This role is based on site five days per week during the initial training period to ensure thorough onboarding and hands-on support. After training is fully complete, there may be an opportunity to introduce one hybrid day per week, subject to business needs and discussion with leadership. The position operates in a professional office setting using standard office equipment and technology, including Microsoft Office applications and Concur. The environment emphasizes collaboration with executives and cross-functional teams, providing opportunities to network and build professional contacts. The expected attire is professional and appropriate for an office and executive-facing environment.

This is a Contract position based out of Baltimore, MD.

The pay range for this position is $22.00 - $23.00/hr.

Individual compensation offered for this position within this range will depend on many factors, including qualifications, skills, relevant experience, job knowledge, geographic location, internal equity, and other pertinent job-related factors.

Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include the following: • Medical, dental & vision • Critical Illness, Accident, and Hospital • 401(k) Retirement Plan – Pre-tax and Roth post-tax contributions available • Life Insurance (Voluntary Life & AD&D for the employee and dependents) • Short and long-term disability • Health Spending Account (HSA) • Transportation benefits • Employee Assistance Program • Time Off/Leave (PTO, Vacation or Sick Leave)

This is a fully onsite position in Baltimore,MD.

This position is anticipated to close on Sep 7, 2026.

About Aston Carter

Aston Carter provides world-class corporate talent solutions to thousands of clients across the globe. Specialized in accounting, finance, human resources, talent acquisition, procurement, supply chain and select administrative professions, we extend the capabilities of industry-leading companies. We draw on our deep recruiting expertise and expansive network to meet the evolving needs of our clients and talent community with agility and excellence. With offices across the U.S., Canada, Asia Pacific and Europe, Aston Carter serves many of the Fortune 500. We are proud to be a ClearlyRated Best of Staffing® Platinum Award winner for both client and talent service.

The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.

If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email astoncarteraccommodation@astoncarter.com for other accommodation options.

San Francisco Fair Chance Ordinance: Pursuant to the San Francisco Fair Chance Ordinance, for all positions located in the city and county of San Francisco, we will consider for employment qualified applicants with arrest and conviction records.

Massachusetts Lie Detector: It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability.

Use of Artificial Intelligence (AI): We may use Artificial Intelligence (AI) to support parts of our hiring process, including sourcing, screening, and evaluating candidates. AI helps assess applications and qualifications, but final decisions are made by our hiring team. By applying, you acknowledge and agree that your application may be reviewed using AI tools.