Administrative Assistant

Aston Carter
US - Pennsylvania - Pittsburgh
November 6, 2024

Job Title: Administrative Assistant

Provide professional administrative support for all staff, including partial reception duty, answering and directing telephone calls, delivering messages, greeting employees and visitors, distributing and collecting visitor building access cards, scheduling conference calls, distributing incoming and outgoing mail, coordinating catering for meetings, maintaining conference rooms and kitchen areas, updating office inventory supplies, coordinating with local building management, addressing general visitors and employee inquiries, and providing as-needed support for other area operational functions including accounting, marketing, and human resources. Type, revise, and combine materials such as correspondence, reports, records, forms, meeting minutes, scientific or technical material, numerical data, and tabular information from rough draft, corrected copy, or previous versions. Proofread and edit documents for grammar, spelling, punctuation, and formatting. Complete word processing and database administration as needed, including letters, memos, reports, shipping labels, and Excel spreadsheets. Provide travel arrangements and other miscellaneous engineering staff support tasks and administrative projects as needed.

Responsibilities

Provide professional administrative support for all staff.
Answer and direct telephone calls, deliver messages, greet employees and visitors.
Distribute and collect visitor building access cards.
Schedule conference calls and distribute incoming and outgoing mail.
Coordinate catering for meetings and maintain conference rooms and kitchen areas.
Update office inventory supplies and coordinate with local building management.
Address general visitors and employee inquiries.
Provide support for other operational functions including accounting, marketing, and human resources.
Type, revise, and combine materials from rough draft, corrected copy, or previous versions.
Proofread and edit documents for grammar, spelling, punctuation, and formatting.
Complete word processing and database administration as needed.
Provide travel arrangements and other support tasks for engineering staff.

Essential Skills

Administrative support
Data entry
Microsoft Office
Administration
Clerical
Administrative assistance
Front desk
Calendar management
Support
Ordering
Strong grammar and proofreading ability
Excel
Computer skills
Able to read and help with reports
Outlook
Filing
Detail-oriented
Office support

Additional Skills & Qualifications

High School diploma or equivalent, AS or BS preferred.
1-3 years of relevant experience in a professional office environment.
Excellent verbal and written communication skills.
Flexibility and ability to prioritize and handle multiple tasks.
Ability to independently multi-task and prioritize assignments.
Self-motivated, well-organized, detail-oriented, reliable, and punctual.
Ability to handle confidential information.
Proficiency with MS Office including Word, Outlook, and Excel.
Prior administrative experience with a civil engineering consultant or architectural design firm preferred.

Work Environment

Work Monday to Friday in the office with the possibility of a remote day once fully trained.

Flexible start times (7-4, 8-5, 9-6).

Downtown location. Will be assisting the Transportation Team.

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.

Diversity, Equity & Inclusion

At Aston Carter, diversity and inclusion are a bridge towards the equity and success of our people. DE&I are embedded into our culture through:

Hiring diverse talent
Maintaining an inclusive environment through persistent self-reflection
Building a culture of care, engagement, and recognition with clear outcomes
Ensuring growth opportunities for our people

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 *** (%***) for other accommodation options.

Read the full job description and apply online on the recuiter's web-site

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