Administrative Assistant

Job Description

Job Description

Job Title: Administrative Assistant
Job Description

The Administrative Assistant provides essential administrative support to a fast-paced business unit by preparing documents and reports, managing files and calendars, and handling high-volume mailings and documentation. This role uses Microsoft Office and related software to support internal teams and external recipients, including legal professionals and other stakeholders, while maintaining a high level of accuracy, organization, and customer service.

Responsibilities

• Perform basic administrative duties under immediate supervision, following well-defined standard procedures.
• Prepare documents, reports, spreadsheets, presentations, and other materials to support the business unit.
• Maintain organized filing systems for physical and electronic documents, including large-volume mailings and case-related materials.
• Manage calendars as needed, helping to coordinate schedules and support department productivity.
• Handle large-value and high-volume mailings, filings, and documentation with a high degree of accuracy and attention to detail.
• Exchange documents with various courts, administrative agencies, and opposing parties, including some daily pedestrian travel within a short distance and occasional use of a company vehicle for longer distances.
• Serve large numbers of parties in a case via hand-delivery, courier service, USPS mail, overnight courier, and email.
• Prepare and manage mailings to large groups of recipients, including events with 1,000 or more recipients.
• Use Microsoft Outlook, Excel, Word, PowerPoint, and other department systems to complete daily tasks and support team operations.
• Utilize MS Word and MS Excel to create and edit documents, spreadsheets, and mailing lists.
• Maintain accurate records and tracking of documents exchanged with external parties and agencies.
• Communicate clearly and professionally with co-workers, other employees, customers, and external recipients.
• Listen to and understand written and verbal instructions, asking questions when unsure of how to handle an assignment.
• Actively assist co-workers with assignments as necessary to maintain department productivity and support a team-focused environment.
• Answer customer questions directly when possible and refer questions to others as needed to ensure effective service.
• Actively learn the function and processes of the department in order to assist customers and internal stakeholders more effectively.
• Apply basic education and training to job responsibilities and demonstrate initiative in handling assignments beyond routine tasks.
• Organize data and processes to support efficient workflow and accurate document handling.
• Demonstrate strong attention to detail to ensure that all materials are accurate, especially when recipients include judges, attorneys, and other parties with differing or adverse dispositions.
• Perform various other administrative tasks as needed to support the department and overall business operations.

• At least 1 year of administrative work experience.
• High school diploma or GED.
• Demonstrated computer proficiency, including strong skills in Microsoft Word, Excel, PowerPoint, Outlook, and other Microsoft Office products.
• Ability to type at a minimum of 60 words per minute.
• Strong written and verbal communication skills.
• Ability to organize data, documents, and processes effectively.
• Good analytical and problem-solving skills.
• Ability to handle large-value mailings, filings, and documentation accurately.
• Ability to follow well-defined standard procedures while working under immediate supervision.
• Strong attention to detail, especially when preparing materials for legal and other critical recipients.
• Ability to work productively with others in a team-oriented environment.
• Ability to listen to and understand written and verbal instructions and apply them effectively.
• Customer-focused mindset, with the ability to respond to questions and direct inquiries appropriately.

• Experience using Adobe Acrobat for document labeling and editing.
• Experience performing mail merges using Microsoft Excel for letters and mailing or shipping lists.
• Familiarity with mail merge processes for mailing and shipping using applications such as Stamps.com, FedEx, and similar tools.
• Experience exchanging documents with courts, administrative agencies, and multiple external parties.
• Ability to manage mailings to large groups, including events with 1,000 or more recipients.
• Demonstrated initiative in handling assignments beyond routine tasks and willingness to ask questions when clarification is needed.

The role is based in a fast-paced environment where priorities can change quickly with little forewarning, requiring flexibility and strong communication within a team setting. The typical work schedule is Monday through Friday from 8:00 a.m. to 5:00 p.m., with occasional overtime and weekend work as needed. The position involves working extensively with computer systems and software, including Microsoft Office and other department-specific applications, as well as handling physical documents and mailings. Some local pedestrian travel within a short range is required to exchange documents, and a company vehicle may be used when traveling farther distances. Accuracy and attention to detail are critical, as recipients often include judges, attorneys, and other parties involved in legal or administrative matters.

Job Type & Location

This is a Contract position based out of Austin, TX.

The pay range for this position is $20.00 - $23.00/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)

This is a fully onsite position in Austin,TX.

This position is anticipated to close on Jun 5, 2026.

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 View email address on jobswipe.net 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.