Administrative Assistant

Work Environment

This role is based at the front desk in an office that is attached to a warehouse, offering exposure to both office and light industrial environments. The facility is new and well-maintained, providing a clean and professional workspace. The standard work hours run from the morning through 5:00 PM, with flexibility for an earlier start time, as many employees begin their day at 7:00 AM.

The position involves regular interaction with visitors, employees, and leadership, and requires a consistently professional appearance and demeanor appropriate for a front-desk office environment.

Qualifications:

• Minimum of 2+ years of recent administrative or front desk experience within a corporate setting.
• High school diploma or GED equivalent.
• Proficiency with Microsoft Office Suite, including Excel and Outlook, and general email communication tools.
• Strong organizational and planning skills with the ability to manage calendars and schedules effectively.
• Ability to perform accurate data entry, particularly in Excel.
• Strong verbal and written communication skills for interacting with visitors, staff, and leadership.
• Ability to manage multiple tasks in a fast-paced, team-oriented environment.
• Professional demeanor and customer service skills as the first point of contact for the organization.

Job Description

The Administrative Assistant plays a critical role in supporting a fast-paced, team-oriented business environment. This position serves as the first point of contact for visitors and callers, ensuring a professional and positive impression of the organization. The role performs a wide range of specialized administrative and facilities-related tasks, providing support to the entire business, including the executive team, and contributing to safety, security, and facility operations.

Responsibilities

• Professionally greet, direct, and assist visitors at the front desk, ensuring they sign in and receive a name tag.
• Coordinate, complete, and maintain visitor documentation related to ITAR in collaboration with the Compliance team.
• Serve as the first point of contact for the organization, providing information to the general public, clients, and customers in a professional and courteous manner.
• Provide general administrative support to the entire business, including the executive team, such as daily reporting, scheduling, correspondence, and expense support.
• Schedule and organize meetings, appointments, travel arrangements, and departmental activities, including coordinating lunch orders and dinner meeting reservations.
• Manage and maintain key distribution lists for facility safety programs, including evacuation groups, Fire Wardens, and First Responder listings.
• Receive, sort, and forward incoming mail and packages, and maintain and route publications as needed.
• Assist with mass, special, and certified mailings to internal and external recipients.
• Order, receive, stock, and distribute office supplies, including break room and janitorial supplies, to ensure adequate inventory levels.
• Perform general office support tasks such as photocopying, faxing, filing, collating, and data entry.
• Prepare and type memos, correspondence, reports, and other documents, including visual presentations, as required.
• Support the coordination and logistics of company activities and events, such as All Hands meetings, Social Committee events, and the annual summer event.
• Act as backup for the Sr. Facilities & HSE Manager for key metric reporting in the areas of safety and maintenance, including attending daily meetings to provide status updates when needed.
• Administer new employee setup in safety and security systems, including creating security badges, assigning access to secure areas based on role requirements, and assigning employees to emergency evacuation groups.
• Assign required safety training based on employee roles and OSHA requirements within the safety systems.
• Assist with special projects related to facilities, safety, or administration as assigned.
• Perform other related administrative duties as needed to support smooth office and facility operations.

Job Type & Location

This is a Permanent position based out of Schaumburg, IL.

The pay range for this position is $25.00 - $25.00/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 Schaumburg,IL.

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