Job Title: Administrative AssistantJob Description
The administrative assistant will answer telephones, serve as a customer service representative, and project a courteous and positive first impression to callers. This role involves determining the reason for the contact, identifying the caller, and referring inquiries to the appropriate staff member. Additionally, you will monitor the general voicemail system and respond to or distribute messages to the appropriate staff members. Responsibilities include scanning, indexing, copying, and filing various documents, processing outgoing mail, preparing correspondence and reports, and assisting with scheduling meetings and teleconferences.
Responsibilities
Answer telephones and serve as a customer service representative.
Determine the reason for the contact and refer inquiries to the appropriate staff member.
Monitor the general voicemail system and respond to or distribute messages.
Scan, index, copy, and file a variety of documents.
Process outgoing mail, including international and domestic shipping of packages.
Prepare correspondence, materials, and reports according to existing formats and standard operating procedures.
Assist with scheduling meetings and teleconferences.
Monitor the printing and inventory of materials published in-house.
Assist in tracking the status and progress of correspondence, materials, and reports.
Provide support for the Education and Outreach program as needed.
Assemble electronic meeting materials as required.
Conduct preliminary reviews of various documents.
Maintain accurate and up-to-date information in the database.
Proof-read correspondence for procedural and grammatical correctness.
Essential Skills
Proficiency in MS Office suite.
2-3 years of administrative or front desk experience in a professional setting.
Customer service experience (phone and email communication).
Typing speed of 40 wpm (verification required).
High school education (some college preferred).
Additional Skills & Qualifications
Attention to detail and high level of confidentiality.
High level of professionalism.
Flexibility to cross-train and assist others in a small office environment.
Experience with Excel, Adobe, PowerPoint, and database software.
Work Environment
The work environment is a smaller office with a total of 13 employees. The immediate admin team consists of four program assistants. The atmosphere is very positive and friendly, with strong relationships both inside and outside of work. This role will be 100% on-site during the training period (1-2 months) and then will potentially move to 1-2 days remote based on performance. Everyone is in the office every Tuesday. The dress code is business casual unless high-level visitors are in town. The working hours are 8:30 AM to 5:00 PM, Monday through Friday. The company allows pets in the office, with some employees bringing dogs.
Pay and Benefits
The pay range for this position is $17.78 - $20.19/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 hybrid position in Frederick,MD.
Application Deadline
This position is anticipated to close on May 7, 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.
Diversity, Equity & Inclusion
At Aston Carter, diversity and inclusion are a bridge towards the equity and success of our people. DE&I are embedded into our culture through:
Hiring diverse talent
Maintaining an inclusive environment through persistent self-reflection
Building a culture of care, engagement, and recognition with clear outcomes
Ensuring growth opportunities for our people
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.
