Job Information
Aston Carter Administrative Assistant in Washington, District Of Columbia
Responsibilities will
include:
Be the office front desk representative,
Receive visitors at the front desk by greeting, directing, and announcing them appropriately,
Receive incoming mail and/or prepare deliveries and/or shipments,
Maintain a welcoming, safe, and tidy office environment for clients, visitors, and staff,
Answer and direct office main line phone calls,
Assist with timesheets and expense reports,
Assist with travel and meeting arrangements,
Order lunches and assist with staff & client meetings, conferences, and executive staff visits together with senior management,
Review office vendor-related expenses and process invoices and expense reports,
Prepare, attend, and document office principal meetings,
Receive and distribute communications accordingly,
Provide an effective communication link between the employees in the office and all company policies, procedures, directives, and activities,
Maintain office resources (space, furniture, supplies, office technology equipment)
Work with building property management on security access, parking, and work order requests (i.e., HVAC, maintenance, etc.),
Keep office administrator informed of staffing needs, workload, vendor relations, personnel problems, office resources & organizational needs,
Assist in internal and external communications and responding to routine inquiries from employees and external entities; and routing complex inquiries and supporting documentation/information to appropriate staff,
Assist office administrator with human resource duties working with supervisors/delegates on new hire orientation and termination tasks,
Assist with internal activities/ events, and compliance with the Employee Engagement & Citizenship Program (EECP),
Serve as the safety coordinator (update evacuation plans, organize safety training, order equipment) and crisis event administrative representative,
Assist with keeping all office manuals and pertinent office resources (i.e., SharePoint site) updated,
May provide project administrative assistance such as deliverable binding, formatting, printing, and transmittals,
May participate in the Administrative Quality Improvement Meeting Unit (QIMU) sharing lessons learned & best practices to enhance efficiency,
May Receive and process vehicle mileage log entries.
Minimum Qualifications
High school diploma required. Associate’s degree preferred,
5+ years of administrative experience preferred
Experience working with top leadership levels and interpreting company strategic goals,
Highly proficient with all Microsoft Office Suite/O365 applications,
Experience with facility/property management,
Experience with organizing meetings and events,
Experience with onboarding and termination processes and general Human Resources policies,
Experience as a front desk representative, receptionist, or similar role
Must have excellent customer service skills, organizational skills, strong attention to detail, and the ability to multitask and prioritize,
Strong verbal and written communication skills required.
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.