Adjoint Administratif / Administrative Assistant
About The Position
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® Platinum Award 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] for other accommodation options. Personnel Placement Agency Permit Number: AP-2000486 (Canada – Quebec) Temporary Foreign Worker Recruitment Agency Permit Number: AR-2000485 (Canada – Quebec) San Francisco Fair Chance Ordinance: Pursuant to the San Francisco Fair Chance Ordinance, for all positions located in the city and county of San Francisco, we will consider for employment qualified applicants with arrest and conviction records. Use of Artificial Intelligence (AI): We may use Artificial Intelligence (AI) to support parts of our hiring process, including sourcing, screening, and evaluating candidates. AI helps assess applications and qualifications, but final decisions are made by our hiring team. By applying, you acknowledge and agree that your application may be reviewed using AI tools.
Requirements
- Post-graduate student looking for their first step in the corporate world OR someone with 1-2 years of Administrative Assistant experience.
- Strong proficiency with Microsoft Office Suite and virtual collaboration tools (e.g., Microsoft Teams).
- Experience with Concur or similar travel and expense management systems.
- Excellent organizational, multitasking, and time management skills.
- Ability to handle sensitive information with the highest level of discretion.
Nice To Haves
- Someone who is a problem-solver and is able to be resourceful.
- Someone who has initiative.
- Someone who is highly organized.
- Someone who can handle high volume and be adaptable to different circumstances.
Responsibilities
- Manage a high volume of emails, phone calls, and Teams messages on behalf of the executive.
- Act as a liaison between the executive and internal/external stakeholders.
- Prioritize and respond to communications in a timely and professional manner.
- Organize and facilitate staff meetings, all-hands meetings, and executive briefings.
- Coordinate logistics for customer visits, including room bookings, catering, Wi-Fi access, and visitor access requests.
- Support the planning and execution of shop tours and other on-site events.
- Arrange domestic and international travel using Concur, ensuring all bookings are made well in advance.
- Prepare and submit expense reports in compliance with company policies.
- Maintain calendars, schedule meetings, and manage time effectively for the executive.
- Ensure all administrative processes are streamlined and aligned with departmental goals.
- Provide backup support to other administrative staff as needed.
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
