Administrative Assistant

Job Title: Administrative AssistantJob Description

We are seeking a dedicated Administrative Assistant to handle coordination and organizational tasks. This role involves filling out templates, coordinating paperwork, and providing administrative support for customer requirements and contract language. The position requires ensuring a tracking mechanism is in place to prevent premature supplier switching before all necessary customer approvals are received.

Responsibilities

• Provide interpretations of contracts and specifications to ensure liabilities and performance issues are identified and addressed.

• Oversee internal actions to ensure contractual compliance.

• Support sales objectives to increase market share, develop new accounts, expand existing accounts, and explore ancillary product or market opportunities.

• Complete required customer representations and certifications (Reps & Certs) through email and designated customer portals in compliance with contractual obligations.

• Coordinate and manage the contract review process for the Valencia site, including initiating and tracking open contract reviews, completing contract review documentation, maintaining the master contract review tracker, scheduling and facilitating contract review meetings, and capturing meeting notes.

• Maintain and update all contract review records, ensuring alignment between meeting notes, review forms, and tracking tools.

• Prepare and administer Non-Disclosure Agreements (NDAs) using standard templates, file executed NDAs, track execution status, and maintain an up-to-date master list.

• Manage NDA lifecycle across locations by developing and maintaining a centralized list of active NDAs with effective and expiration dates, monitoring expiration timelines, and archiving expired agreements.

• Support onboarding and training activities by organizing monthly training sessions for new hires, creating and distributing calendar invitations, tracking attendance, and distributing training materials.

• Draft and manage customer-facing Work Transfer Letters and production floor change notifications, ensuring compliance and timely follow-up.

Essential Skills

• 1-3 years of administrative experience

• Proficiency in administrative support, data entry, and coordination

• Strong Excel skills, including proficiency in filtering, pivot tables, and VLOOKUP functions

Additional Skills & Qualifications

• Organized and able to switch tasks as needed

• Background in defense is beneficial but not required

• Contracts experience is not needed; administrative Background is acceptable

Work Environment

This position is 100% on-site, Monday through Friday from 8 AM to 5 PM, with flexibility to start slightly later if needed. The role involves collaboration with purchasing and internal manufacturing engineers due to ongoing reorganizations on the shop floor. Communication with customers about process or equipment changes will be required, acting as a fact-finder rather than a technical expert. The manager is in the office once a week and always available on Teams, with other team members present three days a week. A month of cross-training will be provided.

Job Type & Location

This is a Contract position based out of Orchard Park, NY.

Pay and Benefits

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

Workplace Type

This is a fully onsite position in Orchard Park,NY.

Application Deadline

This position is anticipated to close on Jul 17, 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.