Entry Level Administrative Assistant

Job Description

Job Description

Administrative AssistantApply now for immediate consideration if you're a highly organized professional who enjoys keeping an office running smoothly and supporting a collaborative team environment.

We are seeking an Administrative Assistant to provide front-office and administrative support for a growing engineering consulting office. This role is ideal for someone who thrives in a fast-paced environment, enjoys wearing multiple hats, and takes pride in creating an organized and welcoming workplace.

You'll serve as a key point of contact for visitors, employees, and vendors while supporting daily office operations, scheduling, onboarding activities, event coordination, and administrative projects. This position offers the opportunity to take on increasing responsibilities and grow professionally within a stable and respected organization.

Responsibilities

• Serve as the first point of contact for clients, vendors, candidates, and visitors, providing a professional and welcoming experience.
• Manage front desk operations, including answering and directing incoming calls.
• Coordinate meetings, conference room schedules, and visitor logistics.
• Prepare conference rooms for meetings and ensure materials and technology are ready for use.
• Assist with travel arrangements and maintain company travel calendars in Outlook.
• Process incoming and outgoing mail, courier shipments, and office deliveries.
• Maintain a professional, organized office environment and reception area.
• Manage office supply inventory and coordinate equipment orders as needed.
• Support internal communications, intranet updates, and presentation materials.
• Assist with emergency preparedness communications and office documentation.
• Coordinate employee events, team celebrations, and office activities.
• Support recruiting and onboarding efforts, including interview coordination, orientation support, and I-9 documentation.
• Prepare project manuals, binders, reports, and other administrative documentation.
• Take meeting notes and distribute organized summaries and action items.
• Create, edit, and format correspondence, reports, and presentations.
• Perform data entry, reporting, and spreadsheet updates using Microsoft Excel.
• Respond to routine inquiries and provide administrative support across multiple departments.
• Assist with special projects and other office initiatives as assigned.

QualificationsRequired

• High school diploma or equivalent required.
• 3+ years of administrative, office coordination, or executive support experience.
• Strong proficiency with Microsoft Office, including Word, Excel, Outlook, and PowerPoint.
• Excellent organizational skills with the ability to manage multiple priorities simultaneously.
• Strong verbal and written communication skills.
• Professional demeanor and customer-service mindset.
• Ability to work independently while supporting a team environment.
• High attention to detail and strong follow-through.

Preferred

• Experience working in a consulting, engineering, architecture, construction, or professional services environment.
• Experience coordinating travel arrangements and managing calendars.
• Familiarity with onboarding processes, interview coordination, and basic HR support activities.
• Experience planning office events, employee engagement activities, or company celebrations.
• Interest in professional growth and expanding responsibilities over time.

Why Join Us?

• Stable Monday-Friday schedule.
• Opportunity to work closely with leadership and project teams.
• Diverse responsibilities that keep every day engaging.
• Collaborative and professional office culture.
• Growth potential for individuals looking to build a long-term administrative career.

Work Environment

This is a full-time, on-site position with standard hours of Monday through Friday, 8:00 AM to 5:00 PM. The office provides a professional, team-oriented environment where organization, communication, and attention to detail are highly valued. Employees work with standard office technology, including Microsoft Office applications, multi-line phone systems, printers, scanners, and other administrative tools necessary to support daily operations.

Job Type & Location

This is a Contract to Hire position based out of King of Prussia, PA.

Pay and Benefits

The pay range for this position is $20.00 - $26.00/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 King of Prussia,PA.

Application Deadline

This position is anticipated to close on Jun 26, 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 ziprecruiter.com 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.