Administrative Assistant

Job Title: Administrative Assistant Job Description This Administrative Assistant role provides high-level administrative support to multiple teams across lab sites in Redmond, WA and to a senior leader based in San Jose, CA. The position focuses on coordinating deliveries and logistics, managing calendars and meetings, supporting contractor onboarding, and handling day-to-day operational needs such as orders and office moves in a fast-paced, hybrid work environment. Responsibilities Receive and process internal and external deliveries for multiple lab buildings ensuring accurate tracking and timely distribution. Coordinate outgoing deliveries, including preparing shipments, arranging pick-ups, and maintaining clear documentation for items leaving the facilities. Support onboarding for new contractors by coordinating account permissions, ensuring access to required systems, and facilitating completion of necessary training. Manage and place Costco orders and other supply requests to ensure teams have the materials and provisions needed for daily operations. Coordinate working lunch and dinner orders for employees in buildings without cafeteria services, including collecting headcounts, placing orders, and arranging delivery or pick-up. Proactively follow up with approvers to expedite purchase order (PO) approvals and reduce delays, helping to keep projects and operations moving efficiently. Arrange forklift and truck rentals as needed for lab and office operations, including scheduling, vendor coordination, and confirming availability for project timelines. Coordinate office moves, including planning logistics, organizing packing and set-up, and communicating schedules and requirements to affected staff. Manage complex calendar scheduling for leaders and teams, including setting up prep meetings, VP-level meetings, and other key appointments using Outlook. Assist with project coordination tasks, such as tracking deadlines, organizing meeting logistics, and supporting cross-functional communication. Provide general administrative support to local Redmond lab teams and the senior leader in San Jose, adapting to changing priorities in a fast-paced environment. Essential Skills 2-4 years of experience in a fast-paced administrative or office support setting. Proven experience with calendar management, including scheduling prep meetings and VP-level meetings using Outlook or similar tools. Demonstrated project experience, with the ability to support project coordination and manage multiple tasks concurrently. Strong transferable administrative skills, including organization, time management, and attention to detail. Ability to manage logistics for deliveries, orders, and office moves with accuracy and reliability. Effective communication skills to follow up on purchase order approvals and coordinate with various stakeholders. Comfort working in a hybrid environment and supporting multiple teams across different locations. Additional Skills & Qualifications Experience using Outlook for calendar and meeting management. Experience in supporting lab or technical office environments is beneficial. Experience coordinating vendor services such as equipment rentals and catering is a plus. Ability to work independently while supporting large teams, including a high-level leader with approximately 250 direct and indirect reports. Experience trumps formal degree requirements; candidates with strong relevant experience are encouraged to apply regardless of educational experience. Work Environment This role operates in a hybrid work model based in Redmond, WA, with a minimum of three days per week onsite. Onsite presence may vary depending on active projects and operational needs, such as lunch orders, forklift rentals, and receiving internal and external deliveries. The position supports a local Redmond team of roughly 100 employees across multiple lab sites, as well as a high-level leader located in San Jose with approximately 250 employees reporting into that organization. The environment is fast-paced and dynamic, with frequent coordination of logistics, meetings, and operational activities across buildings without cafeteria services. Dress code is standard professional casual appropriate for an office and lab-support setting, with flexibility to accommodate the practical needs of handling deliveries and office moves. Job Type & Location This is a Contract position based out of Redmond, WA. Pay and Benefits The pay range for this position is $30.00 - $31.00/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) Workplace Type This is a hybrid position in Redmond,WA. Application Deadline This position is anticipated to close on Jul 24, 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® 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 View email address on click.appcast.io (%View email address on click.appcast.io) for other accommodation options. 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. Massachusetts Lie Detector: It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability. 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. Aston Carter