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Job Title: Administrative Assistant

Job Description

We are seeking an organized and reliable Administrative Assistant to perform a variety of routine administrative tasks. This role involves data entry, photocopying, mailings, preparing reports, coordinating print requests, ordering supplies, reserving meeting rooms, processing invoices, and responding to employees’ help desk requests.

Responsibilities

+ Stock and maintain office and break room supplies in all campus buildings, prepare monthly supply usage reports, submit orders for restocking, and manage purchase order budgets.

+ Act as primary backup to the Reception Desk, handling phone calls, greeting visitors, sorting mail, reserving conference rooms, and managing FedEx/UPS package deliveries.

+ Compile daily articles from specified publication websites, prepare summaries, and distribute to executives.

+ Scan laboratory notebooks to ensure clear, readable documents are available online, providing monthly reports to the quality manager.

+ Understand and recall company processes for visitor building access, purchasing, new hire setup, supply purchases, and building access card assignment.

+ Ensure visitor-designated conference rooms are prepared and equipped for meetings.

+ Track new hire preparation, assist with boxing and storage of contents in vacated workspaces, and coordinate employee events.

+ Maintain the Admin team's paperless filing retrieval system for historical and backup data.

+ Place and track orders for scientific articles, review and approve vendor invoices.

+ Process workspace move requests for senior management approval and maintain seating charts.

+ Assist with VIP/customer briefing room pre-checks, catering and meeting setup, and guest greeting.

Essential Skills

+ 2+ years of administrative experience.

+ Proficiency in Microsoft Office Suite, specifically MS Excel.

+ Organizational skills and ability to handle repetitive tasks.

+ Ability to commute to local offices in Montgomery County.

+ Experience with data entry and customer service.

Additional Skills & Qualifications

+ High school diploma required, Bachelor's degree preferred.

+ Professional presence and strong interpersonal skills.

+ Proficient in MS Outlook, Word, PowerPoint, and advanced Excel skills.

+ Basic technical skills for SharePoint registrations and Adobe Acrobat edits.

+ Knowledge of Cisco Unified Phone system or similar technology.

+ Valid driver’s license preferred.

Work Environment

This is a 100% on-site position primarily based in Rockville, MD, with occasional responsibilities at another campus 10 minutes away. The work schedule includes a 1-hour lunch break.

Job Type & Location

This is a Contract to Hire position based out of Rockville, MD.

Pay and Benefits

The pay range for this position is $24.04 - $26.44/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 Rockville,MD.

Application Deadline

This position is anticipated to close on Nov 26, 2025.

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 [email protected] (%[email protected]) for other accommodation options.