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Job Title: Administrative AssistantJob Description

In this role, you will provide professional administrative support for all staff, handling a variety of duties including main reception tasks and assisting with operational functions across multiple departments.

Responsibilities

+ Provide professional administrative support for all staff, including main reception duties.

+ Answer and direct telephone calls, deliver messages, and greet employees and visitors.

+ Distribute and collect visitor building access cards.

+ Schedule conference calls and coordinate catering for meetings.

+ Maintain conference rooms and kitchen areas.

+ Update office inventory supplies and coordinate with local building management.

+ Address general visitors and employee inquiries.

+ Provide support for accounting, marketing, and human resources as needed.

+ Type, revise, and combine materials such as correspondence, reports, records, and forms.

+ Proofread and edit documents for grammar, spelling, punctuation, and formatting.

+ Complete word processing and database administration tasks.

+ Provide travel arrangements and support for miscellaneous administrative projects.

Essential Skills

+ 3+ years of experience as an administrative assistant.

+ Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other productivity tools.

+ Calendar and schedule management, including coordinating meetings and events.

+ Document preparation and management: drafting, proofreading, and formatting reports and presentations.

+ Data entry and record-keeping with accuracy and confidentiality.

+ Basic IT troubleshooting and familiarity with collaboration tools such as Teams, Zoom, and Google Workspace.

+ Travel coordination and expense management for executives or teams.

+ Office management tasks, including ordering supplies, managing inventory, and maintaining office readiness.

Additional Skills & Qualifications

+ High School diploma or equivalent; AS or BS preferred.

+ Excellent verbal and written communication skills, including grammar, punctuation, and proofreading.

+ Flexibility and ability to prioritize and handle multiple tasks in a fast-paced environment.

+ Ability to independently multi-task, prioritize assignments, and take direction from staff.

+ Self-motivated, well-organized, detail-oriented, reliable, and punctual.

+ Strong communicator with good listening skills.

+ Ability to handle confidential information.

+ Prior administrative experience with a civil engineering consultant or architectural design firm preferred.

+ Preference given to local candidates.

Work Environment

The position is based in Philadelphia, PA, in a professional office environment. The role involves interaction with multiple departments, requiring flexibility and the ability to manage various tasks efficiently. The office atmosphere supports a collaborative and employee-owned culture.

Job Type & Location

This is a Contract position based out of Philadelphia, PA.

Pay and Benefits

The pay range for this position is $26.00 - $28.00/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 Philadelphia,PA.

Application Deadline

This position is anticipated to close on Dec 16, 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.