Administrative Assistant Reception

We're currently hiring for an Administrative Assistant on behalf of a client in Jacksonville, FL!

Job Description

We are seeking a dedicated Administrative Assistant to serve as the primary receptionist, providing a welcoming environment for visitors and employees. This role will involve managing incoming and outgoing mail, coordinating visitor access, and maintaining parking permits and validations. The successful candidate will provide comprehensive administrative support to office leadership, assisting with the preparation of reports, operating plans, presentations, and special projects.

Responsibilities

• Greet visitors and employees as the primary receptionist.

• Manage incoming and outgoing mail and coordinate visitor access.

• Maintain parking permits and validations.

• Provide administrative support to office leadership, including preparing reports, operating plans, and presentations.

• Coordinate day-to-day office operations, including vendor communications, facility-related issues, and office supply management.

• Partner with building management to address office maintenance and operational needs.

• Assist with office moves, workstation assignments, and employee relocations.

• Support quality assurance initiatives by coordinating quality review schedules and maintaining documentation.

• Prepare, edit, and format business documents such as correspondence, reports, and meeting minutes.

• Process purchase card transactions and maintain supporting documentation for accounting.

• Draft and distribute office-wide communications on behalf of leadership.

• Assist Human Resources with new hire onboarding activities and documentation.

• Create and coordinate social media content highlighting office culture and events.

• Plan and coordinate internal events, including meetings and employee engagement activities.

• Support employee engagement committees and company culture initiatives.

• Coordinate logistics for meetings and events, including catering and visitor accommodations.

• Maintain organizational charts and office-wide distribution lists.

• Obtain and track business licenses, permits, and other required documentation.

• Perform additional administrative duties and special projects as assigned.

Essential Skills

• Administrative support experience.

• Proficiency with Microsoft Office Suite, including Word, Excel, Outlook, and PowerPoint.

• Strong written and verbal communication skills.

• Organizational skills with the ability to multi-task and prioritize effectively.

• Attention to detail and confidentiality.

• Experience in customer service and reception.

• Event planning and coordination skills.

• Vendor and facilities coordination experience.

• Human Resources support and onboarding experience.

• Social media management, particularly LinkedIn.

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Job Type & Location

This is a Contract to Hire position based out of Jacksonville, FL.

Pay and Benefits

The pay range for this position is $25.00 - $25.00/hr.

Individual compensation offered for this position within this range will depend on many factors, including qualifications, skills, relevant experience, job knowledge, geographic location, internal equity, and other pertinent job-related factors.

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 fully onsite position in Jacksonville,FL.

Application Deadline

This position is anticipated to close on Sep 22, 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.