Job Title: Administrative Assistant 2Job Description
The Administrative Assistant 2 provides high-level administrative, operational, and clerical support to ensure the smooth day-to-day functioning of the department. This role requires strong organizational skills, meticulous attention to detail, and the ability to manage multiple priorities while maintaining confidentiality and professionalism. The successful candidate proactively supports office operations, documentation, communication, and scheduling in a fast-paced environment and serves as a reliable point of contact for internal teams and external partners.
Responsibilities
Manage general office operations by ordering supplies, maintaining inventory, and coordinating equipment needs to ensure the office runs efficiently.
Maintain organized physical and digital filing systems and ensure accurate records management and retention in line with departmental standards.
Perform basic bookkeeping tasks such as tracking expenses, processing invoices, and updating logs to support financial accuracy and reporting.
Prepare, edit, and format a variety of documents including invoices, reports, memos, letters, and financial statements with a high level of accuracy.
Assist with data entry, spreadsheet updates, and routine reporting to support departmental tracking and analysis.
Retrieve, organize, and maintain corporate documents, records, and departmental files for easy access and audit readiness.
Open, sort, and distribute incoming mail, emails, and faxes to ensure timely routing of information.
Draft and prepare responses to routine inquiries and correspondence, ensuring clear, professional communication.
Serve as a point of contact for internal teams and external partners, providing timely, courteous, and professional support.
Support scheduling and calendar management, including coordinating meetings, appointments, and conference calls as needed.
Assist with the preparation of meeting materials, agendas, minutes, and follow-up documentation to support effective meetings and action tracking.
Provide administrative support for special projects, process improvements, and ad-hoc tasks as assigned.
Perform general office duties such as maintaining records management systems and supporting daily workflow with accuracy and consistency.
Handle sensitive information and confidential records with discretion and in accordance with organizational policies.
Adapt to changing priorities and take initiative to anticipate needs, resolve issues, and streamline administrative processes.
Essential Skills
High School Diploma or equivalent.
2-4 years of administrative support experience.
Proficiency with Microsoft Word, Excel, and PowerPoint, as well as general office software.
Strong verbal and written communication skills for professional internal and external interactions.
Ability to work independently and manage one's time effectively while handling multiple priorities.
High attention to detail with strong organizational and documentation skills.
Ability to maintain confidentiality and handle sensitive information appropriately.
Administrative operations skills, including managing office tasks, supplies, filing systems, and daily workflow with accuracy and consistency.
Document preparation skills, including creating, formatting, and editing reports, invoices, memos, letters, and other correspondence.
Data entry skills with accuracy and efficiency for updating logs, spreadsheets, and records.
Strong organization and time management skills to prioritize tasks and meet multiple deadlines.
Ability to keep information organized and maintain structured, confidential records.
Customer service skills and interpersonal skills to support colleagues and external contacts in a professional manner.
Comfort using computer applications and office equipment in a professional environment.
Additional Skills & Qualifications
Customer service mindset with strong interpersonal skills and a professional, helpful approach.
Experience supporting a fast-paced or highly regulated environment.
Ability to anticipate needs, solve problems proactively, and streamline administrative processes.
Comfortable learning new systems, tools, and workflows.
Multi-tasking ability to manage several responsibilities simultaneously without compromising quality.
Experience preparing financial statements and other formal business documents.
Familiarity with records management systems and best practices for document retention.
Ability to adapt to changing priorities and support special projects and process improvements.
Work Environment
The Administrative Assistant 2 works in a professional office environment that relies heavily on computer-based tools and standard office equipment. The role involves frequent use of Microsoft Word, Excel, PowerPoint, email, and other office software for documentation, communication, and reporting. The position typically follows standard business hours, with some flexibility required to meet deadlines, support meetings, and respond to changing priorities. The work involves collaborating with multiple departments, handling a steady volume of correspondence, and managing both physical and digital records in an organized, confidential manner. Professional attire is expected to align with a business office setting, and the environment supports a fast-paced workflow where accuracy, discretion, and responsiveness are highly valued.
Job Type & Location
This is a Contract position based out of Gaithersburg, MD.
Pay and Benefits
The pay range for this position is $28.00 - $31.00/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 Gaithersburg,MD.
Application Deadline
This position is anticipated to close on Jun 12, 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.
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.
