Work Environment
The facility is new and well-maintained, offering a clean and pleasant workspace. Standard hours are from Monday through Friday 8:00 AM to 5:00 PM, with flexibility for an earlier start time, as many employees begin at 7:00 AM. The position is fully onsite.
Essential Skills
Minimum of 3 years of strong administrative work experience.
High School Diploma or GED equivalent required.
Proficient computer skills, including Microsoft Office Suite (such as Excel and Outlook) and email.
Strong Excel data entry skills and attention to detail.
Experience using Outlook for email and calendar management.
Demonstrated administrative support experience, including handling multiple tasks and priorities.
Effective calendar management skills with the ability to schedule and coordinate meetings and appointments.
Strong organizational and planning skills.
Excellent verbal and written communication skills with a professional demeanor when interacting with visitors, clients, and internal teams.
Job Description
The Facilities Administrative Assistant plays a critical role in a fast-paced, team-oriented environment by providing comprehensive administrative support across the entire business, including the executive team. This position serves as the first point of contact for visitors and callers, ensuring every interaction leaves a positive and professional impression. The role involves a wide variety of specialized and general administrative tasks, supporting facilities, safety, and office operations to help the organization run smoothly and efficiently.
Responsibilities
Professionally greet, direct, and assist visitors at the front desk, ensuring all guests sign in and receive a name tag.
Coordinate, complete, and maintain documentation related to ITAR requirements for visitors in collaboration with Compliance.
Provide general administrative support to the entire business, including the executive team, such as daily reporting, scheduling, correspondence, and expense-related tasks.
Schedule and organize meetings, appointments, travel arrangements, and departmental activities, including coordinating lunch orders and dinner meeting reservations.
Manage and maintain key distribution lists and groups for facility safety programs, including evacuation groups, Fire Wardens, and First Responder listings.
Receive, sort, and forward incoming mail and packages, maintain and route publications, and assist with mass, special, and certified mailings.
Assist with ordering, receiving, stocking, and distributing office supplies, including break room and janitorial supplies.
Perform general administrative duties such as photocopying, faxing, filing, collating, and data entry.
Prepare and @type memos, correspondence, reports, and other documents, including visual presentations, as needed.
Support the coordination of company activities and events, such as All Hands Meetings, Social Committee events, and the annual summer event.
Act as backup for the Sr. Facilities & HSE Manager for key metric reporting in the areas of Safety and Maintenance, including attending daily meetings and providing status updates in their absence.
Serve as administrator for new employee setup in Safety and Security systems, including creating security badges, assigning access to secure areas, assigning emergency evacuation groups, and assigning required safety training based on roles and OSHA requirements.
Assist with special projects as needed and perform other related administrative duties as assigned.
Additional Skills & Qualifications
Associate or bachelor's degree preferred.
Experience planning meetings or events is highly desirable.
Ability to support safety and facilities functions, including basic understanding of safety-related documentation and reporting.
Comfort working with safety and security systems for badge creation and access assignments.
Ability to collaborate effectively with multiple departments, including facilities, safety, and executive leadership.
Strong interpersonal skills and a customer-focused mindset as the first point of contact for the organization.
Job Type & Location
This is a Permanent position based out of Elk Grove Village, IL.
Pay and Benefits
The pay range for this position is $25.00 - $25.00/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 Elk Grove Village,IL.
Application Deadline
This position is anticipated to close on Apr 30, 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.
