Job DescriptionJob Description
Job Title: Administrative Support Receptionist- PART TIME MON-FRIDAY 8am-1pm
Job Description
The Administrative Support Receptionist provides high-level administrative and executive support in a professional, friendly, and welcoming manner. This role requires a flexible and resilient individual who exercises sound judgment, maintains strict confidentiality with sensitive business and personal information, and communicates effectively with senior leaders across global time zones. The position involves managing complex calendars and travel arrangements, coordinating meetings and events, and ensuring the executive remains organized and prepared. The ideal candidate works independently, delivers high-quality results, adapts quickly to change, and demonstrates strong problem-solving, time management, and data management skills while building effective relationships with other assistants, executive leaders, and operations partners.
Responsibilities
Manage the executive’s calendar and correspondence, including scheduling meetings, resolving conflicts in a timely manner, and keeping the executive informed of changes and updates.Maintain, organize, and archive Outlook calendars, communications, and folders in alignment with company records and retention schedules to keep the executive well-organized.Sort, screen, and distribute incoming and outgoing mail for the executive, highlighting information of interest and curating relevant reading materials as needed.Optimize and coordinate travel arrangements, including transportation, accommodations, agendas, and visa/passport requirements, while managing complex itineraries and related changes.Prepare and submit related expense reports for travel and other business activities in a timely and accurate manner.Assist the executive in preparing for meetings by preparing and obtaining materials in advance, distributing documents, and ensuring the executive stays on schedule.Coordinate support for virtual attendees and manage technology, media needs, and other logistics for meetings and events.Screen incoming calls and respond to emails as needed, using good judgment to determine priority and appropriate responses.Greet and assist planned guests and manage unannounced visitors in a professional, friendly, and welcoming manner.Coordinate and manage meetings and events such as staff meetings, all-hands meetings, off-sites, and team gatherings, including calendars, communications, technology, office space, logistics, and follow-up activities.Prepare, update, and organize information for inclusion in reports, correspondence, presentations, budgets, and other documents, ensuring accuracy and proper formatting.Edit documents for accuracy, format, and arrangement of material to support clear and professional communication.Coordinate employee skip-level meetings and other interactions between executives and employees when appropriate.Assist with special projects as needed, demonstrating initiative and a willingness to learn about the business beyond day-to-day activities.Develop working relationships with other assistants, executive leaders, and operations partners to support effective collaboration across the organization.Maintain a high level of integrity and discretion when handling confidential and sensitive information.Prioritize tasks effectively, complete assignments in a timely manner, and maintain a high standard for delivering quality results.Adapt to changes with a positive attitude and demonstrate a self-motivated approach to learning new responsibilities and tools.
Essential Skills
High proficiency in Microsoft Office / Microsoft 365 Suite, including Outlook, Word, Excel, and PowerPoint.Strong administrative support experience, including calendar management, data entry, and office administration.Demonstrated ability to manage executive-level calendars and complex scheduling across multiple time zones.Proven experience coordinating travel arrangements and managing detailed itineraries.Exceptional verbal and written communication skills, with the ability to interact professionally with senior leaders and stakeholders.Strong time management and organizational skills, with the ability to prioritize and support multiple assignments simultaneously.High level of integrity and discretion in handling highly confidential business and personal information.Ability to work independently with minimal supervision while maintaining a high standard of quality.Comfort interacting with all levels of the organization, from executive leadership to individual contributors.Responsiveness and a self-starter mindset, with the ability to take initiative in resolving issues or concerns.Detail-oriented approach with a focus on accuracy in documentation, scheduling, and communication.Willingness and flexibility to support across all North America time zones.
Additional Skills & Qualifications
Excellent writing, editing, and proofreading skills for reports, correspondence, and presentations.Ability to learn new software systems, products, and cloud tools with ease.Experience in executive support and office management within a professional environment.Ability to work collegially and collaboratively within a team environment, including open-concept office areas.Strong problem-solving skills, with the ability to anticipate needs and proactively address issues.Positive attitude toward change and a willingness to learn about the broader business beyond core responsibilities.Experience coordinating meetings and events, including staff meetings, all-hands sessions, off-sites, and team gatherings.Comfort working with virtual meeting technologies and supporting remote attendees.Any relevant administrative, business, or office management education or training is beneficial (qualification details to be determined).
Work Environment
This role is fully onsite, working five days per week in a professional office environment. The standard schedule is approximately 8:00 a.m. to 1:00 p.m., with part-time hours totaling around 25 hours per week. The position supports executives across North America time zones, requiring flexibility in managing calendars and communications across different regions. The office operates in an open-concept setting that encourages collaboration and frequent interaction with colleagues at all levels of the organization. Work is technology-driven, relying heavily on Microsoft Office / Microsoft 365, Outlook, and other cloud-based tools to manage calendars, email, documents, and virtual meetings. The environment emphasizes professionalism, confidentiality, and teamwork, with a focus on delivering high-quality administrative and executive support.
Job Type & Location
This is a Contract position based out of Woodhaven, MI.
Pay and Benefits
The pay range for this position is $23.66 - $23.66/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 Woodhaven,MI.
Application Deadline
This position is anticipated to close on Jul 24, 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.
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