Hiring an Administrative Assistant (Part-Time to Full-Time)!
Job Description
This Administrative Assistant position begins as a part-time role focused primarily on mailroom and general administrative support, with a clear path to transition into a full-time mailroom and receptionist role for approximately 12 weeks during a maternity leave. You will handle mailroom operations, front desk and phone support, and occasional assistance for internal departments such as tax and IT. This role suits someone who is customer-oriented, highly organized, and comfortable working in a fast-paced, growing office environment.
Responsibilities
Scan incoming documents accurately and ensure they are properly filed and routed.
Sort and separate incoming mail and deliver it to the appropriate departments and recipients.
Catalog and track packages for the IT team and other internal departments, ensuring all items are signed for upon delivery.
Handle mailroom duties including receiving, organizing, and distributing mail and packages across multiple floors.
Assist the tax department and other teams with additional administrative projects as needed.
Answer inbound calls in a professional manner and route them to the appropriate person or department.
Return voicemails promptly and follow up to ensure inquiries are resolved.
Respond to emails in a clear, courteous, and timely manner.
Manage FedEx and other courier deliveries, including logging, tracking, and coordinating pickups and drop-offs.
Send delivery notifications to team members and internal customers to ensure timely receipt of mail and packages.
Provide receptionist coverage, greeting and assisting internal staff and visitors in a friendly and professional way.
Maintain a customer-oriented approach when interacting with internal staff and partners.
Perform data entry and basic administrative tasks as required, using computer systems and office software.
Collaborate effectively with a small team of administrators to ensure smooth daily operations.
Remain flexible to cover colleagues who are out of the office, including the regular receptionist and other administrative staff.
Adapt to changing schedules and be available to work additional hours or full days when coverage is needed.
Support a fast-paced office environment by multitasking and prioritizing tasks efficiently.
Maintain a clean and organized individual workspace and contribute to an orderly mailroom area.
Essential Skills
At least 1 year of administrative or clerical experience is preferred.
Customer-oriented personality with strong interpersonal and communication skills.
Ability to greet, assist, and interact effectively with internal staff and internal customers.
Comfort using a computer and performing basic data entry tasks.
Experience in a mailroom, administrative assistant, or front desk role is highly beneficial.
Previous exposure to administrative support, order entry, or office coordination.
Experience with inbound and outbound calls in a professional setting.
Familiarity with data entry and basic office software tools.
Experience with Excel, SAP, Salesforce, or similar systems is a plus.
Ability to manage FedEx and other courier processes is an advantage.
Work Environment
The role is based in a modern, newly built office environment occupying multiple floors in a professional tower. You will primarily work on the mailroom floor, with your own cubicle area and access to a small, collaborative team of approximately four people. The office is located in a convenient area with a café, coffee shop, and various restaurants within walking distance. The position begins as a part-time role, initially scheduled for two days per week at four hours per day, with the expectation of increasing to three days per week and potentially more as training progresses.
Job Type & Location
This is a Contract position based out of Westchester, IL.
Pay and Benefits
The pay range for this position is $19.00 - $19.00/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 Westchester,IL.
Application Deadline
This position is anticipated to close on Jul 10, 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.
