Administrative Assistant

Job Title: Administrative Assistant

Job Description

The Administrative Assistant provides comprehensive front-office and administrative support for a large engineering consulting office. This role manages reception, coordinates meetings and conference rooms, supports light HR and onboarding activities, assists with travel and scheduling, and prepares documents and presentations. The position is ideal for someone who enjoys a variety of tasks, is highly organized, and is looking to take on more responsibilities and grow within an office environment.

Responsibilities

• Greet clients, vendors, recruits, and other visitors in a courteous and professional manner.
• Handle reception duties, including answering the main switchboard and routing incoming calls to the appropriate personnel.
• Assist with scheduling meetings and coordinating conference rooms, including arranging visitor logistics.
• Set up conference rooms for client meetings and ensure all necessary materials and technology are in place.
• Provide assistance with travel arrangements and maintain an up-to-date Outlook travel calendar.
• Process incoming and outgoing courier shipments (such as FedEx and UPS), faxes, and U.S. mail.
• Maintain a neat, organized, and professional lobby and office environment in accordance with 7S standards.
• Manage the internal parking program and related documentation or communications.
• Maintain, track, and order office supplies and equipment to ensure adequate inventory levels.
• Track material costs utilized by project teams and generate accurate monthly reports.
• Create and update articles on the intranet and support updates to PowerPoint presentations.
• Support updates and communications related to the emergency action plan.
• Assist with planning and execution of team events and celebrations.
• Support the interview process and new professional onboarding, including light HR tasks such as I-9 and orientation support.
• Prepare project manuals, binders, and documentation packages as required for project teams.
• Take notes in meetings and prepare clear, well-organized summaries or minutes.
• Type and format correspondence and other documents in Microsoft Word.
• Perform light reporting and data entry in Microsoft Excel.
• Respond to routine inquiries from internal and external stakeholders and provide accurate, organized solutions.
• Provide general administrative support as needed to ensure smooth daily operations of the office.
  
  

Essential Skills

• High school diploma or equivalent.
• 3 years of administrative experience in an office environment.
• Proficiency in Microsoft Word for drafting and formatting correspondence and documents.
• Proficiency in Microsoft Excel for light reporting, data entry, and basic spreadsheet management.
• Proficiency in Microsoft PowerPoint for creating and updating presentations.
• Experience providing administrative support, including scheduling, reception, and clerical tasks.
• Ability to take clear and accurate notes during meetings and prepare organized summaries.
• Strong organizational skills with the ability to manage multiple tasks and priorities.
• Professional verbal and written communication skills for interacting with clients, vendors, recruits, and colleagues.
• Comfort with handling light HR-related tasks such as I-9 support and orientation assistance.
  
  

Additional Skills & Qualifications

• Experience working in a consulting or professional services environment.
• Familiarity with managing travel arrangements and maintaining Outlook travel calendars.
• Experience supporting interview processes and onboarding activities.
• Ability to track material costs and generate monthly reports accurately.
• Comfort with supporting emergency action plan updates and communications.
• Experience coordinating team events, celebrations, and office activities.
• Interest in taking on additional responsibilities and growing within the role over time.
  
  

Work Environment

This is a full-time, on-site position with a standard schedule of Monday through Friday, 8:00 AM to 5:00 PM. The role is based in a consulting office environment where there are typically fewer than five people in the office at any given time, offering a quiet and focused workspace. You will work with standard office technologies and equipment, including a multi-line phone system, computers with Microsoft Office (Word, Excel, PowerPoint), and typical office machines such as printers and scanners. The environment emphasizes professionalism, organization, and a welcoming atmosphere for visitors and team members.

Job Type & Location

This is a Contract to Hire position based out of NANUET, NY.

Pay And Benefits

The pay range for this position is $20.00 - $26.00/hr.

Requirements

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 fully onsite position in NANUET,NY.

Application Deadline

This position is anticipated to close on May 13, 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 astoncarteraccommodation@astoncarter.com for other accommodation options.