Administrative Assistant

Job Title: Administrative Assistant – Reception and EventsJob Description

This administrative assistant role provides high-level reception and administrative support to senior leadership, including executives in education and training, safety, and membership. The position requires someone who enjoys wearing multiple hats, managing front desk duties, coordinating events and meetings, and maintaining member data and documentation. You will play a central role in ensuring that meetings, trainings, and membership processes run smoothly and efficiently.

Responsibilities

• Coordinate on-site board and trust meetings, including ordering meals, preparing the meeting room, and organizing all materials needed for events and meetings.
• Serve as the primary point of contact for event vendors, meal caterers, and venue staff, ensuring clear communication and timely coordination of event logistics.
• Work closely with leadership to understand event requirements and independently set up, organize, and coordinate events from start to finish.
• Use the CHAD database to input event information, including attendee names, and create badges and reports in preparation for meetings and events.
• Input new member data into CHAD and maintain accurate, up-to-date member information within the database.
• Assist the safety function by setting up and tracking members attending training events, ensuring accurate records and smooth registration processes.
• Prepare complete new membership packets with all required documentation and mail them to new members in a timely and organized manner.
• Perform general administrative support and front desk responsibilities, including data entry, scanning, and managing basic customer service interactions.
• Maintain a cooperative and efficient work environment by communicating clearly, staying organized, and proactively supporting team needs.

Essential Skills

• At least 2 years of experience in executive administrative support, event planning, or administrative assistant roles.
• Proficiency with data entry and working in databases, including entering, maintaining, and reporting on member and event information.
• Strong customer service skills, with the ability to serve as a professional and welcoming point of contact for members, vendors, and visitors.
• Experience using Microsoft Office tools for document creation, communication, and basic reporting.
• Front desk and reception experience, including managing incoming inquiries and directing visitors appropriately.
• High attention to detail, ensuring accuracy in documentation, event materials, and membership information.
• Strong communication skills, both verbal and written, to coordinate effectively with leadership, vendors, and members.
• Proactive, “go-getter” attitude, with the ability to take initiative and manage multiple tasks and responsibilities.

Additional Skills & Qualifications

• Experience coordinating events, meetings, or trainings, including logistics and vendor communication.
• Familiarity with scanning and managing digital documents as part of administrative workflows.
• Ability to maintain a cooperative, efficient, and organized work environment while supporting multiple leaders and functions.
• Comfort working in a role that combines reception, administrative support, and event coordination responsibilities.

Work Environment

This role is fully on-site and involves working at the front desk and in shared office and meeting spaces. The schedule is very flexible and may transition to full-time over time, offering room for growth and increased responsibility. The position is structured as a true contract-to-hire opportunity, allowing both you and the organization to ensure a strong mutual fit. You will work with standard office technologies, including computers, Microsoft Office applications, scanning equipment, and the CHAD database, in a collaborative environment that values efficiency, professionalism, and a positive, cooperative attitude.

Job Type & Location

This is a Contract to Hire position based out of Grimes, IA.

Pay and Benefits

The pay range for this position is $23.50 - $24.50/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)

Workplace Type

This is a fully onsite position in Grimes,IA.

Application Deadline

This position is anticipated to close on Oct 6, 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 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.