Job Title: Administrative Assistant
Job Description
The Administrative Assistant provides high-level administrative support to a Vice President, multiple Department Directors, and managers within a fast-paced product and partner management team. This role conducts research, manages information requests, and performs a wide range of clerical and coordination functions. The Administrative Assistant acts as an information and communication hub for the office, ensuring schedules, meetings, travel, and departmental activities run smoothly while maintaining a high degree of confidentiality and professionalism.
Responsibilities
Provide comprehensive administrative support to one Vice President, four Department Directors, and managers, ensuring their daily activities and priorities are well organized.
Prepare invoices, expense reports, financial statements, reports, memos, letters, presentations, and other business documents using Microsoft Office applications.
File and retrieve corporate documents, records, and reports, maintaining accurate and organized records management systems.
Open, sort, and distribute incoming correspondence, including email and faxes, and independently draft and compose routine letters based on established processes and procedures.
Manage complex calendars, including scheduling and rescheduling internal and external meetings, conference calls, and departmental events for multiple leaders.
Coordinate and schedule travel arrangements, including flights, hotels, transportation, and itineraries for internal stakeholders and external partners.
Plan and support internal and external business meetings, conferences, and office events, including coordinating logistics, preparing materials, and arranging catering such as breakfast or lunch.
Perform general office duties such as ordering office supplies, monitoring inventory, and ensuring the office is well equipped for daily operations.
Handle basic bookkeeping tasks, including invoice entry and support for financial and expense-related processes.
Prepare responses to correspondence containing routine inquiries, ensuring timely and professional communication with internal teams and external partners.
Support special projects and programming for the product and partner management team, contributing to project coordination and follow-up activities.
Compile meeting notes, create and format presentations, and distribute materials in advance of meetings using Microsoft PowerPoint and other Office tools.
Facilitate and help administer departmental reward and recognition programs, including tracking activities and coordinating related events or communications.
Maintain strict confidentiality of sensitive information and apply sound judgment when handling confidential documents and communications.
Use email and instant messaging as primary communication tools to coordinate with coworkers, leaders, and external partners.
Work directly with external partners to set up meetings, coordinate travel, and support partner relationship activities.
Prioritize and manage multiple tasks and deadlines independently, ensuring all assigned work is completed accurately and on time.
Present a professional image and interact comfortably with high-level executives, internal stakeholders, and external partners.
Essential Skills
1-3 years of experience in an office role or professional setting.
1-3 years of experience using Microsoft Office Suite, including PowerPoint, Excel, Word, Outlook, and Teams.
Proficiency in Microsoft Outlook for calendar management, scheduling, and email communication.
Experience with administrative support tasks such as scheduling, calendar management, clerical work, and event coordination.
Ability to prepare and process invoices, expense reports, and other basic bookkeeping or financial documents.
High school diploma or GED.
Strong attention to detail with the ability to produce accurate and polished documents.
Ability to work independently and manage one's time effectively in a deadline-driven environment.
Strong problem-solving skills and the ability to apply good judgment in a variety of situations.
Strong written and verbal communication skills for drafting correspondence and interacting with stakeholders.
Ability to keep information organized, maintain orderly records, and manage multiple priorities.
Ability to maintain confidentiality when handling sensitive information.
Professional presentation and comfort interacting with high-level executives.
Additional Skills & Qualifications
College education is preferred.
Experience in a dedicated administrative support role is a plus.
Experience handling invoicing, expense reports, and related financial processes is desirable.
Experience with event planning or coordinating internal and external meetings and small departmental events.
Familiarity with working in a fast-paced, changing environment that requires flexibility and adaptability.
Comfort using instant messaging tools for quick internal communication.
Interest in supporting product and partner management activities, including coordinating with external partners.
Motivation to grow within the organization, with potential for conversion to a permanent role.
Work Environment
This role operates in a hybrid work environment with a combination of remote work and occasional on-site presence. The primary office is located in a downtown setting, with in-office visits typically required about twice per month, and occasional travel to other local offices a few times per year for meetings or events. The team environment is fast-paced, dynamic, and described as a fun and collaborative group that values flexibility and work-life balance. Standard hours are generally 8:00 a.m. to 4:30 p.m. or 8:30 a.m. to 5:00 p.m. Work is heavily centered around Microsoft Outlook and the broader Microsoft Office Suite, with email and instant messaging serving as the main communication tools. The team focuses on product and partner management, working closely with purchasing and external partners to ensure the right products are available for customers. The culture emphasizes passion, integrity, respect, direct communication, inclusion in decision-making, and a focus on making things happen. There is a track record of contractors transitioning into permanent roles, including individuals who started with entry-level experience, making this an attractive opportunity for candidates seeking long-term growth in a supportive and high-performing environment. Professional attire is expected when interacting on-site or with executives and partners.
Job Type & Location
This is a Contract position based out of Chicago, IL.
Pay and Benefits
The pay range for this position is $21.00 - $23.00/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 hybrid position in Chicago,IL.
Application Deadline
This position is anticipated to close on May 4, 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.
