Administrative Assistant

Hiring for a Construction Administrative Assistant

MUST HAVE SKILLS

• 5+ years of administrative or operational support experience.
• Experience providing support to multiple leaders or departments simultaneously-ideally from the engineering or construction industries.
• Strong proficiency in Microsoft Office, including Word, Excel, and PowerPoint.
• Proven ability to handle sensitive and confidential information with discretion.
• Strong organizational, prioritization, and time‑management skills.
• Ability to work effectively in a fast‑paced, growing environment.
• High level of accuracy and attention to detail in data entry and clerical work.
• Customer service oriented approach with a focus on supporting internal stakeholders.
• Demonstrated administrative support and clerical support capabilities, including typing and document preparation.
• Excellent communication skills, both written and verbal.
• Ability to remain professional, adaptable, and composed in a dynamic environment.

Job Description

The Administrative Assistant provides comprehensive operational, administrative, and organizational support to the leadership team within a growing construction-focused organization. This highly trusted, high-impact role helps keep daily operations running smoothly by supporting onboarding, coordination, meetings, communication, and general office needs. The position offers meaningful involvement across multiple departments and the opportunity to grow into a Level II or Senior Administrative Assistant role based on performance and business needs.

Responsibilities

• Provide broad administrative support to multiple leaders and teams at the leadership level, acting as a reliable, go‑to resource with a proactive, can‑do attitude.
• Manage day‑to‑day office needs, including ordering and maintaining supplies, coordinating business cards, gifts, company swag, and handling other ad‑hoc requests.
• Coordinate onboarding for professional (non‑craft) staff, including scheduling, logistics, training coordination, and internal communication to ensure a smooth new‑hire experience.
• Support employee experience initiatives such as birthdays, work anniversaries, employee milestones and celebrations, and culture‑building efforts.
• Assist with internal communications related to people programs, events, and general organizational updates.
• Coordinate interviews, schedules, and calendars for leaders and team members as needed, ensuring efficient use of time and minimal scheduling conflicts.
• Prepare for staff and operational meetings by organizing agendas, materials, and logistics, and assist with planning and coordination of internal events, training sessions, and company activities.
• Maintain and update internal databases, including email distribution lists and contact and communication records, ensuring information remains accurate and current.
• Prepare and format documents, presentations, and spreadsheets using Microsoft Word, Excel, and PowerPoint to support leadership and operational needs.
• Support internal communication efforts across teams, helping to ensure information flows clearly and consistently throughout the organization.
• Assist with pre‑qualification processes for trade partners, subcontractors, and vendors, including gathering documentation and tracking information as needed.
• Support documentation and coordination tasks that are currently shared across leadership, helping to streamline processes and centralize information.
• Handle sensitive and confidential information with discretion and professionalism at all times.
• Prioritize and manage multiple requests from leaders, balancing competing demands while maintaining accuracy and attention to detail.
• Demonstrate a service‑oriented mindset, taking ownership of tasks and following through to completion in a fast‑paced, growing environment.

Work Environment

This role is based in a corporate office environment supporting a full‑service mechanical contractor that operates nationwide across industries such as food and beverage, steel and metals, consumer products, conveyor systems, power generation, aggregate, mining and coal handling, alternative fuels, and automotive. The position primarily works Monday through Friday, approximately 8:00 a.m. to 4:30 p.m., with some flexibility in hours. The role requires working from office locations in Frankfort and Crown Point, with periodic travel between these offices as needed. The environment is fast‑paced and growth‑oriented, with a strong emphasis on safety, integrity, superior craftsmanship, and getting projects right the first time. You will work closely with experienced construction and mechanical professionals who pride themselves on tackling complex projects and delivering high‑quality results. The office setting is professional, collaborative, and service‑focused, with standard business attire appropriate for a corporate and industrial‑adjacent environment.

This is a Contract to Hire position based out of Frankfort, IL.

The pay range for this position is $30.00 - $33.00/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)

This is a fully onsite position in Frankfort,IL.

This position is anticipated to close on May 8, 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 astoncarteraccommodation@astoncarter.com for other accommodation options.