Part-Time Administrative Assistant

Administrative Assistant (part-time)

Job Description

We are seeking a proactive and organized Administrative Assistant to join our team. The successful candidate will provide comprehensive administrative support across various departments, ensuring smooth and efficient operations. Responsibilities include answering phone calls, coordinating company events, managing office supplies, and providing general support to visitors. Additionally, the Administrative Assistant will update project files, coordinate travel, and work with service providers for IT support. This position is part-time and you will work 20 hours per week.

Responsibilities

Performs any administrative tasks delegated by the direct manager.

Answer phone calls and transfer to the appropriate staff member.

Set the tone for the office in a positive and supportive way in all interactions.

Coordinate company events and meetings with the Administrative Support Team.

Monitor company distribution emails and answer or forward as needed within 24 hours.

Oversee facility needs, report deficiencies to the Administrative Director, and coordinate with maintenance service providers as requested or required.

Order office supplies to maintain inventory, ensuring supplies never fall below a set minimum.

Maintain internal company contact list.

Provide general support to visitors.

Provide incoming mail to the Administrative Director for review before distribution.

Project Support

Updates the Active job lists, the Active Job and Closed Job Electronic files, and cloud files.

Coordination with all departments to verify ongoing project status in each department.

Maintain appropriate insurance for projects, working with insurance brokers and clients.

Process paper filing, scanning, printing, copying, emailing, and e-saving of project files as needed.

Coordinate travel on behalf of employees as needed for work outside of the region.

Coordinate job starts with Contract Specialist, Design, and Project Coordinators.

Provide documentation for active projects to required departments.

Qualifications

Administrative task management

Project coordination

Document processing

Office supply management

Preferred experience in construction or related field

Good written and verbal communication skills.

Good problem-solving skills.

Strategic thinker.

Organizational skills.

Attention to detail

Work Site

This is a fully on-site position in Concord, California. The 20 hours are flexible if you want to work 2.5 days, or 4 days etc. Once you choose a schedule then it needs to be consistent.

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® double diamond winner for both client and talent service.

Diversity, Equity & Inclusion

At Aston Carter, diversity and inclusion are a bridge towards the equity and success of our people. DE&I are embedded into our culture through:

Hiring diverse talent

Maintaining an inclusive environment through persistent self-reflection

Building a culture of care, engagement, and recognition with clear outcomes

Ensuring growth opportunities for our people

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 astoncarteraccommodation@astoncarter.com (%20astoncarteraccommodation@astoncarter.com) for other accommodation options.