Job Title: Administrative Executive AssistantJob Description
This role provides comprehensive administrative and front desk support, serving as the primary point of contact for internal and external clients. The Administrative Executive Assistant manages calendars, coordinates meetings and travel, supports documentation and reporting, and ensures the office operates smoothly and efficiently.
Responsibilities
Serve as the main point of contact between internal and external clients, providing professional and timely support.
Receive incoming calls, take accurate messages, and route correspondence to the appropriate parties.
Handle requests and queries promptly and appropriately, escalating issues when necessary.
Maintain calendars and scheduling for meetings and appointments, including sending reminders and managing changes.
Arrange travel, including transportation and accommodations, and ensure all related details are organized.
Take dictation and meeting minutes, and accurately enter data into systems and documents.
Monitor office supplies, research advantageous deals or suppliers, and maintain appropriate inventory levels.
Produce reports, presentations, and briefs using MS Office and other office applications.
Develop and maintain an efficient documentation and filing system, ensuring records are organized and accessible.
Manage the reception area by greeting and checking in all visitors in a courteous and professional manner.
Help maintain a clean and organized office environment, including shared spaces and reception.
Operate general office equipment for various applications, such as database and document management and word processing.
Order and set up lunches as requested for meetings, events, and office functions.
Maintain an accurate inventory of office supplies and coordinate restocking as needed.
Process expense reports for business travel, events, and other office-related expenses in accordance with company procedures.
Maintain scheduling and event calendars, and coordinate internal and external events as needed.
Complete forms and documentation in accordance with company policies and procedures.
Make copies of correspondence and other printed materials, and distribute or file them appropriately.
Provide customer service at the front desk, including answering questions and directing visitors.
Support general administrative and clerical tasks, including data entry and document preparation.
Essential Skills
Comprehension of office management systems and procedures.
Excellent knowledge of MS Office, including word processing, spreadsheets, presentations, and email.
Proficiency in English, with strong written and verbal communication skills.
Successful planning and time management skills, with the ability to meet deadlines.
Ability to multitask and prioritize daily workload in a fast-paced environment.
High level of verbal and written communication skills for interaction with clients and colleagues.
Discretion and confidentiality in handling sensitive information.
Customer service skills, particularly in a front desk or reception setting.
Data entry skills with attention to accuracy.
Clerical skills, including filing, copying, and document preparation.
Front desk and administrative experience, including greeting visitors and managing reception.
Calendar management experience, including scheduling meetings and managing appointments.
Educational requirement: High school diploma or GED.
Additional Skills & Qualifications
Experience in an Administrative or Office Assistant role.
Familiarity with advancements in office gadgets and applications.
Experience with database and document management tools.
Experience coordinating office events and meetings.
Comfort operating general office equipment such as copiers, scanners, and multifunction devices.
Work Environment
This position is based in an office environment with a front desk and reception area. The role involves regular use of computers, MS Office applications, and general office equipment such as phones, copiers, and scanners. The Administrative Executive Assistant works on-site, interacting frequently with visitors and colleagues while helping maintain a clean, organized, and professional workspace. The schedule typically follows standard office hours, with occasional flexibility required to support meetings, events, or business needs.
Job Type & Location
This is a Contract to Hire position based out of Nashville, TN.
Pay and Benefits
The pay range for this position is $20.00 - $22.00/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 Nashville,TN.
Application Deadline
This position is anticipated to close on Jul 1, 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® Platinum Award 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.
