Administrative Assistant

Job Description

Job Description

Job Title: Administrative Assistant

Job Description

This Administrative Assistant role provides comprehensive support to a small, collaborative office by serving as the first point of contact, managing day-to-day administrative operations, and assisting with basic bookkeeping and time tracking. You will handle communication, scheduling, and office logistics while helping maintain accurate financial and administrative records. This position is ideal for someone who thrives in a fast-paced, close-knit environment, enjoys variety in their work, and values strong work/life balance and professional development.

Responsibilities

• Answer and route incoming calls, take clear and accurate messages, and act as the first point of contact for the office.
• Manage general office communication and ensure information is shared efficiently with leadership and internal staff.
• Provide administrative support to leadership and team members, including handling day-to-day office tasks and special requests.
• Open, sort, and distribute daily mail to the appropriate recipients in a timely manner.
• Coordinate office logistics, including managing FedEx and other shipments, and maintaining general office supplies.
• Assist with scheduling and coordinating travel arrangements, including flights, hotels, and related details.
• Support overall office organization and day-to-day operations to keep the office running smoothly.
• Assist with paying bills, preparing invoices, and performing basic bookkeeping tasks.
• Work within QuickBooks or similar accounting software to support financial recordkeeping, if experienced.
• Help maintain accurate financial and administrative records, ensuring information is organized and up to date.
• Manage and track employee timesheets, currently maintained in Excel, ensuring entries are complete and accurate.
• Ensure accuracy of project-based time tracking to support proper billing and reporting.
• Support the transition to more efficient time-tracking systems over time by helping implement new tools and processes.
• Provide excellent customer service to internal staff and external contacts, both in person and over the phone.
• Contribute to a positive office culture by collaborating with colleagues and assisting with tasks as needed in a small-team environment.

Essential Skills

• Strong organizational skills with the ability to manage multiple priorities and tasks throughout the day.
• Proficiency in Microsoft Excel (required) and strong working knowledge of Microsoft Word.
• Effective communication skills, both written and verbal, with a professional phone manner.
• Ability to multitask and stay focused in a fast-paced, small office environment.
• Comfort working in a setting where responsibilities can shift and everyone contributes to various aspects of operations.
• Prior administrative, office support, or receptionist experience (preferred).
• Attention to detail and accuracy in data entry, timesheet management, and basic bookkeeping.
• Strong customer service orientation and a helpful, team-focused attitude.

Additional Skills & Qualifications

• Experience with QuickBooks or similar accounting software is a plus.
• Experience managing FedEx or other shipping services is beneficial.
• Familiarity with tracking and managing timesheets and project-based time reporting.
• Previous experience in a small office environment where individuals handle a variety of tasks.
• Interest in learning new systems and supporting the transition to more efficient time-tracking tools.

Work Environment

This role is based in a small, approximately 25-person firm with a long-established presence and a stable, low-turnover team. The office offers a nice, homey environment where employees work on-site five days per week and collaborate closely on day-to-day operations and projects. The culture emphasizes work/life balance, and the team makes reasonable accommodations as needed, even while managing fast-paced projects. Employees describe the environment as flexible, supportive, and highly collaborative, with a strong focus on training and professional development. Team members are exposed to many phases of projects and often participate in a variety of tasks, contributing to a broad and engaging work experience. The office frequently organizes group lunches and outings, reinforcing a friendly, inclusive, and team-oriented atmosphere.

This position is moving extremely fast as this is an urgent need for the client. If interested, please send over your most up to date resume to ktrivigno @astoncarter.com along with your availability for a 10-minute phone call.

This is a Contract to Hire position based out of Park Ridge, NJ.

The pay range for this position is $26.44 - $28.84/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)

This is a fully onsite position in Park Ridge,NJ.

This position is anticipated to close on Jun 12, 2026.

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] for other accommodation options.

San Francisco Fair Chance Ordinance: Pursuant to the San Francisco Fair Chance Ordinance, for all positions located in the city and county of San Francisco, we will consider for employment qualified applicants with arrest and conviction records.

Massachusetts Lie Detector: It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability.

Use of Artificial Intelligence (AI): We may use Artificial Intelligence (AI) to support parts of our hiring process, including sourcing, screening, and evaluating candidates. AI helps assess applications and qualifications, but final decisions are made by our hiring team. By applying, you acknowledge and agree that your application may be reviewed using AI tools.