Job Title: Administrative Assistant
Job Description
The Administrative Assistant performs a wide variety of clerical and administrative duties to support multiple departments, including preparing correspondence, coordinating events and travel, processing invoices, and managing office supplies. This role also provides front-desk customer service by answering calls, greeting visitors, and serving as a liaison with external vendors and agencies. The Administrative Assistant may report to another administrative professional or an assigned supervisor and is expected to handle confidential information with professionalism, tact, and discretion.
Responsibilities
Provide comprehensive clerical and administrative support to various departments as requested.
Prepare special reports, memoranda, and routine correspondence, including confidential documents, on behalf of the business.
Assist with the coordination and organization of company events such as meetings, conferences, travel arrangements, and department activities.
Receive, sort, and distribute incoming and interoffice mail promptly to the appropriate individual or department.
Order, track, and maintain inventory of office, break room, and express mail service supplies as requested or as needed.
Code cost invoices accurately and ensure they are processed in a timely manner.
Schedule and follow up on office equipment maintenance to ensure all equipment remains in good working order.
Set up, organize, and maintain an efficient filing system that allows easy and timely retrieval of information.
Answer all incoming phone calls, route them to the appropriate individual, and take messages when necessary.
Greet guests in a warm, professional, and courteous manner, ensuring a positive first impression.
Act as a liaison with outside agencies and vendors, including building departments and caterers, to coordinate services and resolve issues as needed.
Contribute to the company's overall vision, goals, and objectives through reliable and high-quality administrative support.
Perform other related duties and special projects as assigned to support business operations.
Comply with all company policies, procedures, and safety regulations at all times.
Essential Skills
Minimum of 1-3 years of office or administrative experience.
High school diploma or equivalent.
Proficiency with the Microsoft Office Suite (MS Office package), including Word, Excel, Outlook, and related applications.
General computer proficiency, including email and basic data entry.
Strong verbal communication skills, with the ability to interact professionally with colleagues, guests, and external partners.
Excellent organizational skills with the ability to prioritize tasks and manage multiple responsibilities simultaneously.
Ability to exercise independent judgment in handling tasks and resolving routine administrative issues.
High level of interpersonal skills to handle sensitive and confidential situations with discretion.
Demonstrated poise, tact, and diplomacy in all interactions.
Ability to maintain professionalism at all times, especially in a front-facing customer service role.
Basic analytical ability to gather and summarize data for reports, identify solutions to administrative problems, and prioritize work effectively.
Experience with administrative support functions such as calendar management, data entry, clerical tasks, and general office coordination.
Additional Skills & Qualifications
Experience supporting new hire processes, onboarding, or new hire orientation activities.
Experience working collaboratively with other administrative professionals as part of a team.
Strong customer service orientation and a welcoming, helpful demeanor.
Attention to detail and accuracy in coding invoices, preparing documents, and maintaining records.
Ability to adapt to changing priorities and take on additional duties as assigned.
Work Environment
This is an onsite position working closely with one other administrative professional on the immediate team and a total of four administrative staff in the group. Typical working hours fall between 8:00 a.m. and 5:30 p.m., with expectations for consistent, reliable attendance during standard business hours. The environment is office-based, involving regular use of computers, office equipment, and standard productivity software. The role includes front-desk responsibilities such as greeting visitors and answering phones, requiring a professional appearance and demeanor in a collaborative, supportive team setting.
Job Type & Location
This is a Contract position based out of Des Moines, IA.
Pay and Benefits
The pay range for this position is $24.00 - $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 Des Moines,IA.
Application Deadline
This position is anticipated to close on May 18, 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.
