Administrative Assistant

Job Title: Workplace Experience Ambassador

Job Description

The Workplace Experience Ambassador plays a pivotal role in creating an exceptional, hospitality-focused workplace experience for employees, clients, and guests. This full-time, on-site position combines building support, reception services, meeting and event coordination, and amenity management. The ambassador manages high-profile meetings, oversees employee amenity services, troubleshoots building-related tickets, and ensures seamless daily operations through proactive communication, strong vendor management, and high-touch service.

Responsibilities

• Act as a primary point of contact for building support from Monday through Wednesday, managing workplace service requests and tickets through platforms such as Corrigo or similar systems.
• Troubleshoot building-related issues such as badge access problems by reviewing ticket details, accessing relevant systems, and coordinating with the appropriate point of contact or vendor.
• Perform vendor management activities by routing service tickets to the correct providers and following up to ensure timely and effective resolution, excluding electrical or plumbing work.
• Provide reception and front-of-house support on Thursday and Friday, greeting visitors warmly and professionally and managing the arrival-to-departure experience.
• Operate the main switchboard, answer and direct calls in a professional manner, and maintain accurate visitor records for vendors, employees, and guests.
• Serve as the primary point of contact for conference center clients, maintaining strong relationships and responding promptly to meeting and event requests.
• Manage conference center operations using internal scheduling software, coordinating room reservations, physical setup and breakdown, and basic audiovisual assistance.
• Execute high-profile meetings and events, including sessions involving executives, ensuring all logistical and hospitality elements are delivered flawlessly.
• Consult with internal clients to understand meeting requirements, including space configuration, AV and technical needs, catering, and additional support services.
• Coordinate and set up catering and beverage services for meetings and events, collaborating with vendors and facilities staff to minimize disruption to the workplace.
• Maintain meeting and conference spaces in pristine, ready-to-use condition, ensuring all rooms meet established expectations and standards.
• Collect feedback from stakeholders and attendees after meetings and events and incorporate insights into continuous improvement efforts for workplace experience services.
• Prepare and manage administrative documentation for meetings and events, including cost estimates, presentations, and responses to inquiries.
• Assist with off-site meetings when required, supporting logistics, communication, and coordination to ensure successful execution.
• Oversee employee amenity kitchens, pantries, and cafes, ensuring daily operations run smoothly and consistently meet quality standards.
• Stock kitchen and pantry areas with supplies on a daily basis, maintaining clean, organized, and well-presented amenity spaces.
• Order kitchen and café supplies within established budget parameters and manage inventory levels in the stockroom to ensure adequate and up-to-date stock.
• Set up and assist with in-office catering services, processing catering orders and coordinating vendor relationships to support events and daily operations.
• Maintain accurate records in meeting, event, and ticket tracking systems, ensuring data integrity and timely updates.
• Establish rapport and maintain positive relationships with internal and external clients, vendors, and service providers.
• Follow established escalation and incident reporting procedures for building, service, or guest-related issues.
• Collaborate with other departments to support Return to Office initiatives and broader workplace experience programs.
• Engage in continuous improvement by adopting best practices, new tools, and innovative approaches to enhance the workplace experience.
• Demonstrate strong multitasking abilities in a fast-paced environment, balancing building support, reception, and hospitality responsibilities.
• Complete all assigned tasks and projects within established deadlines and standards.
• Provide backup coverage for reception and guest services as needed.
• Perform other related duties as assigned to support overall workplace operations and employee experience.

Essential Skills

• High school diploma or equivalent.
• ServeSafe Food Handler Certification, or the ability to obtain the certification within 60 days of hire if not already certified.
• 13 years of experience in the food service industry, hospitality, events, property management, or a closely related field.
• Excellent verbal and written communication skills, with the ability to communicate clearly and professionally with a wide range of stakeholders.
• Exceptional customer service skills and a genuine passion for hospitality and creating positive guest experiences.
• Strong organizational and time management abilities, with the capacity to handle multiple tasks and priorities in a hybrid role.
• Demonstrated initiative, integrity, sound judgment, and reliability in previous roles.
• Proven ability to work successfully as part of a team and collaborate effectively with colleagues and vendors.
• Highly developed interpersonal skills, with the ability to build rapport and maintain professional relationships.
• Self-starter mindset with strong self-motivation to manage responsibilities with minimal supervision.
• Ability to lift up to 25 pounds as part of daily duties such as stocking and setup.
• Ability to stand for extended periods and move throughout the office environment as needed.
• Comfort working with internal scheduling, ticketing, or content management systems (CMS) to manage requests and workflows.

Additional Skills & Qualifications

• Bachelors degree or equivalent combination of education and experience.
• Intermediate proficiency in the Microsoft Office Suite, including Excel, Word, PowerPoint, and Outlook.
• Previous experience working in a conference center or managing corporate events.
• Experience coordinating meetings and events for executives or high-profile stakeholders.
• Familiarity with workplace ticketing platforms such as Corrigo or similar systems.
• Experience in hospitality, administrative support, or workplace experience roles.
• Strong communication and people skills suited to a high-touch, client-facing environment.

Work Environment

This is a full-time, on-site role working approximately 40 hours per week, Monday through Friday from 8:00 a.m. to 5:00 p.m. The position is based in a corporate office environment with access to employee parking. The Workplace Experience Ambassador works primarily in office, reception, conference center, and amenity kitchen areas, with regular mobility throughout the facility to support meetings, events, and building-related requests. The role involves regular physical activity, including lifting and carrying items up to 25 pounds, extended periods of standing and sitting, and occasional ladder use for stocking or setup tasks. The ambassador uses internal scheduling and ticketing systems, such as Corrigo or other CMS platforms, as well as standard office technologies including Microsoft Office applications and audiovisual equipment in meeting rooms. The environment emphasizes professional, hospitality-focused conduct, collaborative teamwork, and continuous improvement in workplace experience. Dress and presentation are expected to be professional and appropriate for a client-facing corporate setting, reflecting a welcoming and polished atmosphere for employees, guests, and visitors.

Job Type & Location

This is a Contract position based out of Dallas, TX.

Pay and Benefits

The pay range for this position is $10.00 - $10.00/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)

Job Type & Location

This is a Contract position based out of Dallas, TX.

Application Deadline

This position is anticipated to close on Oct 16, 2026.

Workplace Type

This is a fully onsite position in Dallas,TX.

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 astoncarteraccommodation@astoncarter.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.