Administrative Assistant

Administrative Assistant

Job Description

We are seeking a dedicated Administrative Assistant to serve as the front desk receptionist and provide comprehensive support in training and marketing administration. This role is integral to maintaining smooth office operations and enhancing member engagement through effective communication and promotional activities.

Responsibilities

• Serve as the first point of contact for visitors, members, and incoming phone calls.
• Answer and route telephone calls to appropriate staff.
• Welcome guests and provide assistance, including beverage service when appropriate.
• Manage incoming and outgoing mail.
• Maintain office supply inventory and support general office administration.
• Collaborate with department directors on training logistics.
• Create and distribute promotional materials such as training flyers.
• Process event registrations and maintain accurate records in the database.
• Coordinate meeting materials and prepare training event packets.
• Secure venues and manage facility arrangements for training sessions.
• Update the organization’s website with training and event information.
• Prepare attendee rosters and manage certification processing.
• Assist with preparation and administration of the Annual Awards program, including communications, tracking, and distribution.
• Assist with the production of the Member Guidebook, including coordinating branch listings, proof distribution, and preparing information for printing.
• Support development and updates of marketing materials such as flyers and brochures.
• Coordinate mailing and distribution of marketing materials for events and promotions.

Essential Skills

• Administrative support
• Receptionist duties
• Office administration
• Clerical skills
• Administrative assistance
• Ability to work with dynamic personalities
• Flexibility to manage different tasks at random
• Data entry
• Customer service
• Proficiency in Microsoft Outlook

Additional Skills & Qualifications

• 2–3 years of experience in office administration or receptionist roles.
• Strong attention to detail and organizational skills.
• Experience supporting multiple team members in an administrative role.
• Ability to multitask, prioritize tasks, and manage deadlines effectively.
• Proficiency in Microsoft Office (Word and Excel) including experience with mail merges.
• Strong written communication skills and ability to compose professional correspondence.

Work Environment

Join a tenured team with a strong culture and collaborative environment. Enjoy the opportunity to help plan events and work with a diverse and fun group of members.

This is a Contract position based out of Madison, WI.

The pay range for this position is $23.00 - $25.00/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 Madison,WI.

This position is anticipated to close on Mar 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® 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 astoncarteraccommodation@astoncarter.com for other accommodation options.