Administrative Assistant

Administrative Assistant

The role of Administrative Assistant involves a variety of office management and support duties to ensure smooth operations within our busy office environment. You will be the first point of contact for visitors and staff, manage communications, and assist with administrative tasks across multiple office locations.

Responsibilities

• Provide receptionist duties, including greeting visitors and employees and processing all incoming and outgoing mail.
• Ensure the break room is clean and stocked throughout the day.
• Maintain building parking permits and visitor parking validation as needed.
• Assist office leadership with administration, support, and preparation of operating plans and special reports.
• Coordinate with office building management for issues and vendors as needed.
• Maintain and purchase office supplies, assist with office space planning and moves.
• Obtain business licenses and professional occupational licenses.
• Maintain a record of assigned workstations and coordinate relocations with internal I.T. and leadership.
• Assist with purchase-card transactions and track receipts for accounting.
• Manage office-wide communications on behalf of office leadership.
• Assist HR with onboarding new hires and collecting paperwork.
• Prepare social media posts to promote office activities.
• Lead planning and coordination of internal staff events and support employee engagement committees.
• Provide assistance to other office locations as needed, with travel expenses covered.
• Coordinate meetings, including onsite meals and dinner reservations.
• Maintain the organizational chart and email distribution lists.
• Type, revise, and combine various materials from rough drafts or previous versions.
• Assist with scheduling duties as needed.

Essential Skills

• Strong proficiency in Microsoft Word and Outlook.
• Exceptional grammar, punctuation, and proofreading skills.
• Ability to prioritize tasks in a fast-paced environment.
• Self-motivated and detail-oriented.
• Professional communication skills both over the phone and in-person.
• Organizational and multitasking skills.
• Ability to handle confidential information.

Additional Skills & Qualifications

• Proficiency with Microsoft PowerPoint and Excel.
• Experience in social media management, particularly LinkedIn.
• Event planning and coordination experience.
• Experience supporting multiple office locations.
• An Associate's degree is preferred.
• High School diploma or equivalent is required.

Work Environment

This is an in-office role, Monday through Friday from 8 AM to 5 PM, with the possibility of starting as early as 7:30 AM. The office houses 30-40 employees and operates in a quiet engineering firm setting with frequent visitors.

Job Type & Location

This is a Contract to Hire position based out of Fort Lauderdale, FL.

Pay and Benefits

The pay range for this position is $24.00 - $26.00/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 Fort Lauderdale, FL.

Application Deadline

This position is anticipated to close on Mar 5, 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 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 astoncarteraccommodation@astoncarter.com for other accommodation options.