Job Title: Administrative Assistant / Executive Assistant 1 (0-2 Years)Job Description
This entry-level Administrative Assistant / Executive Assistant role provides comprehensive administrative, payroll, and accounting support across multiple functions, including payroll, accounts receivable, accounts payable, office management, and personnel coordination. The position handles responsible and sometimes confidential duties, supports daily office operations, and ensures accurate and timely processing of financial and employee-related information in a team-oriented, safety-conscious environment.
Responsibilities
Perform responsible, sometimes confidential, administrative duties that support payroll, accounts receivable, accounts payable, office management, and personnel coordination.
Work in a team-oriented and safety-conscious environment, consistently following all site safety guidelines, procedures, and processes, including PJHA and observation processes.
Maintain asset inventory, including office machines and supplies, ensuring that equipment and materials are available and in good working order.
Execute payroll functions such as processing timecards, maintaining payroll records and files, accurately calculating employee pay, and balancing hours in the payroll system.
Verify payroll data by checking Kronos entries against spreadsheets and other records to ensure accuracy and completeness.
Process direct deposits and interim check requests, and administer payroll changes in accordance with established procedures.
Research and resolve work order issues related to payroll and timekeeping, and perform data entry into internal systems to support accounting and payroll reporting.
Prepare accounting reports and related documentation to support financial tracking and decision-making.
Perform accounts payable functions, including maintaining the accounts payable ledger, processing and correcting billing records, and ensuring timely and accurate payments.
Perform accounts receivable functions, including maintaining the accounts receivable ledger, processing billing, and supporting credit and collection activities.
Handle non-routine, moderately complex accounts payable and receivable tasks while following established procedures and controls.
Enter employee timesheets for all operations in the facility into the appropriate systems, ensuring data accuracy and timeliness.
Support personnel coordination responsibilities for the site, as assigned, in alignment with established personnel procedures and guidelines.
Decipher, review, and process a variety of financial and administrative transactions, resolving discrepancies as needed.
Prioritize and manage multiple tasks and deadlines, including administrative, payroll, and accounting duties, while maintaining accuracy and attention to detail.
Perform general administrative support such as calendar management, correspondence, document preparation, and other office administration tasks.
Communicate effectively with all team members to support short- and long-range planning efforts that align with the company's goals and objectives.
Develop and maintain strong working relationships with customers and internal stakeholders, building confidence through effective communication, open rapport, and reliable delivery on assignments.
Ensure all assigned tasks are performed in a safe, effective, and efficient manner in accordance with company policies and procedures.
Maintain positive relations with both customers and employees, demonstrating professionalism and responsiveness.
Follow written and verbal instructions accurately and consistently.
Handle frequent interruptions and multitask effectively while maintaining productivity and quality of work.
Maintain good attendance in accordance with company policy and be available to perform any additional tasks assigned by the supervisor.
Essential Skills
0-2 years of experience in administrative support, office administration, or a related role.
Experience performing routine and moderately complex administrative duties, including handling confidential information.
Working knowledge of payroll processes, including timecard processing, pay calculation, and payroll record maintenance.
Experience with accounts payable and accounts receivable processes, including maintaining ledgers and processing billing records.
Proficiency in Microsoft Office applications, including Excel, Word, PowerPoint, and Outlook.
Ability to use timekeeping and payroll systems such as Kronos or similar tools for time and attendance tracking.
Strong computer skills with the ability to perform accurate data entry and manage electronic records.
Ability to work independently, prioritize tasks, and manage multiple responsibilities in a fast-paced environment.
Strong organizational skills and administrative organization capabilities.
Excellent verbal and written communication skills.
Ability to understand and follow written and verbal instructions.
Ability to work effectively in a team-oriented and safety-conscious environment.
Ability to maintain positive working relationships with customers and colleagues.
Ability to multitask and remain productive despite frequent interruptions.
Reliable attendance and adherence to company attendance policies.
Additional Skills & Qualifications
Advanced proficiency in Microsoft Office applications, particularly Excel, Word, PowerPoint, and Outlook, is preferred.
Experience with SAP or similar systems for work order management and timesheet processing.
Experience with calendar management and scheduling in a professional office environment.
Exposure to personnel coordination or human resources support functions.
Familiarity with credit and collection activities in an accounts receivable @context.
Demonstrated ability to develop and maintain strong customer relationships.
Strong attention to detail and accuracy in financial and administrative tasks.
Comfort working with non-routine, moderately complex financial transactions and processes.
Work Environment
This role operates in an office environment located within a larger facility, supporting multiple operations and functions. The standard work schedule is Monday through Friday, approximately 7:00 a.m. to 3:30 p.m. The position is embedded in a team-oriented and safety-conscious setting where adherence to all site safety guidelines, procedures, and processes is essential. Work involves extensive use of office technology, including computers, office machines, and software such as Microsoft Office, Kronos, SAP, and other internal systems for payroll, timekeeping, and work order management. The role requires regular interaction with team members and customers, balancing desk-based tasks with frequent communication and coordination activities. The environment emphasizes reliability, professionalism, and consistent attendance, with an expectation that employees perform their duties safely, efficiently, and in alignment with company policies.
Job Type & Location
This is a Contract position based out of Memphis, TN.
Pay and Benefits
The pay range for this position is $22.00 - $22.00/hr.
Individual compensation offered for this position within this range will depend on many factors, including qualifications, skills, relevant experience, job knowledge, geographic location, internal equity, and other pertinent job-related factors.
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 Memphis,TN.
Application Deadline
This position is anticipated to close on Sep 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.
