Jr Administrative Assistant

Job Title: Administrative Assistant

Job Description

The Administrative Assistant will provide essential support to the Executive Admin and the executive team. This role involves a variety of administrative tasks to ensure the smooth operation of the executive office.

Responsibilities

• Provide general administrative support to the executive team, maintaining regular communication with internal staff, external partners, and vendors.

• Answer phones, route calls, manage shared inboxes, and provide timely follow-up as needed.

• Assist in managing calendars for members of the executive team, scheduling meetings, reserving rooms, coordinating logistics, and ensuring participants receive necessary information in advance.

• Coordinate meetings and team activities, organize recurring team meetings, send reminders, track attendance, prepare basic meeting materials, and arrange refreshments when needed.

• Support travel and expense coordination by booking domestic travel, preparing itineraries, and processing expense reports. Help track invoices and maintain accurate records for budget purposes.

• Draft and edit memos, correspondence, reports, presentations, and meeting notes. Gather information for quarterly or monthly updates prepared by the executive team.

• Assist with Engagement Committee activities, including seasonal initiatives, volunteer events, and other team-building efforts.

• Maintain confidentiality and professionalism, handling sensitive information with discretion and demonstrating strong awareness of organizational policies and business operations.

• Assist with special projects as assigned, supporting project coordination, data entry, file management, and other administrative tasks to support the needs of the executive office.

Essential Skills

• Proficiency in reconciliation, general ledger, cash reconciliation, and journal entry.

• Strong organizational skills with attention to detail and accuracy.

• Ability to maintain confidentiality and exercise sound judgment.

• Strong communication and interpersonal skills.

• Service-oriented mindset; able to prioritize and manage multiple tasks.

• Demonstrated accountability and reliability.

• Ability to work independently and collaboratively with minimal supervision.

• Proficiency in Microsoft Outlook, Word, PowerPoint, and Excel; experience with document management systems is a plus.

• Proactive, resourceful, and able to adapt to changing priorities.

Additional Skills & Qualifications

• Associate's degree.

• 2+ years of experience as an Administrative Assistant within a professional services or financial services setting.

Work Environment

This role operates on a 37.5-hour workweek and will report to the Executive Admin who supports the President and other key executives. The position is expected to be onsite twice per week (Tuesday/Wednesday) at the new location in Chesterbrook, PA. The opportunity offers a friendly, team-first atmosphere and a hybrid work model.

Job Type & Location

This is a Contract to Hire position based out of Chesterbrook, PA.

Pay and Benefits

The pay range for this position is $21.00 - $23.00/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 hybrid position in Chesterbrook,PA.

Application Deadline

This position is anticipated to close on Feb 20, 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 [email protected] (%[email protected]) for other accommodation options.