Administrative Assistant

Aston Carter•Philadelphia, PA

5d•$30 - $32•Onsite

About The Position

In this role, you will provide essential administrative support to staff, serving as the main reception contact and coordinating various office functions. Your role is pivotal in ensuring smooth operations and assisting with diverse administrative tasks.

Requirements

3+ years of experience as an administrative assistant.
Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other productivity tools.
Experience in calendar and schedule management, including coordinating meetings and events.
Strong skills in document preparation and management: drafting, proofreading, and formatting reports and presentations.
Accuracy and confidentiality in data entry and record-keeping.
Basic IT troubleshooting and familiarity with collaboration tools (Teams, Zoom, Google Workspace).
Experience in travel coordination and expense management.
Capability in office management tasks: ordering supplies, managing inventory, and maintaining office readiness.

Nice To Haves

High School diploma or equivalent; AS or BS preferred.
Excellent verbal and written communication skills.
Flexibility and ability to prioritize and handle multiple tasks.
Ability to work independently and take direction from various managers.
Self-motivated, well-organized, detail-oriented, reliable, and punctual.
Ability to handle confidential information.
Preference for prior administrative experience with a civil engineering consultant or architectural design firm.
Preference given to local candidates.

Responsibilities

Provide professional administrative support including main reception duties, answering and directing telephone calls, and greeting employees and visitors.
Distribute and collect visitor building access cards.
Schedule conference calls and coordinate catering for meetings.
Maintain conference rooms and kitchen areas.
Update office inventory supplies and coordinate with local building management.
Address general visitor and employee inquiries.
Provide support for operational functions such as accounting, marketing, and human resources.
Type, revise, and combine materials including correspondence, reports, and proposals.
Proofread and edit documents for grammar, spelling, punctuation, and formatting.
Complete word processing and database administration tasks as needed.
Provide travel arrangements and support for miscellaneous administrative projects.