Administrative Assistant

Aston Carter • Carlsbad, CA • 2h ago

Job Title: Administrative Assistant / HR CoordinatorJob Description

We are seeking an Administrative Assistant / HR Coordinator to join our team in Carlsbad, CA. This dual-role position is essential for supporting both day-to-day office operations and the Human Resources team. As the first point of contact for the site, you will help create a welcoming, organized, and professional environment for employees, visitors, and partners. The ideal candidate is friendly, reliable, and detail-oriented, with strong communication skills and a natural ability to stay organized.

Responsibilities

Greet visitors and ensure they are connected with the appropriate employee.

Serve as a general point of contact for internal and external inquiries.

Sort incoming mail and coordinate outgoing mail.

Manage office supply inventory and place orders as needed.

Assist with filing, data entry, and general administrative tasks.

Support site events, meetings, and employee activities, including catering and logistics.

Assist with presentations, correspondence, reports, and other documents, ensuring accuracy and clarity.

Provide administrative support to multiple departments and assist with special projects as needed.

Prepare onboarding and offboarding materials.

Support recruitment activities, including scheduling interviews, coordinating with candidates and hiring managers, and preparing interview materials.

Assist with job posting administration and candidate communications as needed.

Respond to routine employee questions and help coordinate HR communications.

Partner with HR Operations on employee changes and updates.

Update employee records and prepare standard HR reports.

Provide general administrative support to the HR team.

Assist with shipping and running purchase orders on occasion.

Help with inventory management.

Essential Skills

High school diploma or equivalent.

Minimum of 4 years of experience in an administrative, front desk, customer service, or similar role.

Proficiency with Microsoft Office, including Outlook, Excel, and PowerPoint.

Strong organizational and time management skills.

Excellent communication and customer service skills.

Ability to work independently while also contributing as part of a team.

Comfortable managing multiple tasks in a fast-paced environment.

High level of discretion and ability to handle confidential information appropriately.

Proactive mindset with the ability to take initiative and follow through.

Additional Skills & Qualifications

Basic PowerPoint skills.

Experience with recruiting, onboarding, and HR administration.

Comfortable with front desk administrative duties.

Strong people skills and the ability to effectively communicate and interact with various departments.

Not shy and able to assertively manage interactions.

Work Environment

This position is onsite and involves working closely with the facilities manager and the engineering team to support hiring needs, including sourcing interns. The work environment is a men-dominated office, requiring a significant presence at the front desk (approximately 25% of the time).

Job Type & Location

This is a Contract position based out of Carlsbad, CA.

Pay and Benefits

The pay range for this position is $25.00 - $28.00/hr.

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)

Workplace Type

This is a fully onsite position in Carlsbad,CA.

Application Deadline

This position is anticipated to close on Jan 16, 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® double diamond 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 (%20astoncarteraccommodation@astoncarter.com) for other accommodation options.

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