Administrative Assistant

Job Title: Administrative Assistant IV Job Description
This part-time Administrative Assistant IV role provides high-level administrative and operational support to a dynamic global team. You will act as an information and communication hub for the office, managing complex calendars, coordinating travel and events, and supporting team communications and projects. The position is ideal for a proactive, detail-oriented professional who works independently, juggles multiple priorities, and leverages Microsoft Office, SharePoint, and AI-enabled tools to enhance productivity in a fast-paced environment.
Responsibilities
- Provide high-level administrative support by handling information requests and performing a wide range of clerical and organizational functions.
- Supervise general office duties such as ordering supplies and ensuring smooth day-to-day operations.
- Review invoices, reports, memos, letters, and other documents for accuracy, completeness, and proper formatting.
- Prepare agendas and make arrangements for committee meetings and other key gatherings.
- Coordinate and book domestic and international travel arrangements, ensuring itineraries are accurate and complete.
- Manage complex calendars, scheduling requests, meeting logistics, and resolving scheduling conflicts for multiple stakeholders.
- Prepare meeting agendas, presentations, supporting materials, meeting notes, and follow-up communications.
- Track action items, proactively monitor deadlines, and ensure timely completion of deliverables.
- Maintain organized and confidential records, documents, and information repositories.
- Support team communications, including newsletters, organizational announcements, presentations, and reports with exceptional attention to detail.
- Coordinate team meetings, workshops, face-to-face events, leadership meetings, recognition activities, and team-building events.
- Manage end-to-end logistics for meetings and events, including conference room reservations, catering, materials preparation, and attendee coordination.
- Assist with planning and execution of special projects and team-building activities.
- Administer and maintain SharePoint sites, Microsoft Teams channels, and other collaborative workspaces.
- Create, edit, and manage documents, spreadsheets, presentations, and reporting tools using Microsoft Office applications.
- Utilize AI-enabled solutions and emerging technologies to improve team productivity, collaboration, and administrative processes.
- Anticipate administrative and operational needs and independently resolve routine business issues.
- Identify opportunities for process improvements and recommend practical, efficient solutions.
- Support various team members with administrative requests and project coordination as needed.
- Ensure high levels of accuracy and attention to detail in all assigned work.
- Provide strong leadership and mentoring support where needed, including constructive performance feedback related to administrative processes.
- Act as an information and communication manager for the office, ensuring effective information flow and timely responses.
Essential Skills
- 810 years of administrative support experience, including experience working with executives or leadership teams.
- High School Diploma or GED.
- Strong verbal and written communication skills.
- Excellent organizational and time management skills with the ability to prioritize multiple assignments.
- Proven ability to work independently and manage ones time effectively.
- Exceptional attention to detail and accuracy in all work products.
- Strong interpersonal and customer service skills, with a positive, team-oriented mindset.
- Ability to maintain confidentiality and handle sensitive information appropriately.
- Demonstrated problem-solving skills, initiative, and sound judgment.
- Proficiency in Microsoft Office Suite, including Excel, Word, PowerPoint, Outlook, and Teams.
- Experience administering or maintaining SharePoint sites.
- Experience using web-based systems and collaboration platforms.
- Strong ability to keep information organized and confidential.
- Strong event planning skills, including coordinating meetings, conferences, and special events.
- Ability and willingness to learn and leverage AI tools and technologies.
Additional Skills & Qualifications
- Experience supporting managers, leadership teams, or large business groups.
- Experience coordinating domestic and international travel arrangements, meetings, conferences, and recognition events.
- Experience managing calendars and meeting schedules for multiple stakeholders in a fast-paced environment.
- Experience working in a global or matrixed organization.
- Knowledge of Concur or similar travel management systems (preferred but not required).
- Experience with administrative support, data entry, and general administrative office skills.
- Equivalent combinations of education and experience will be considered.
- Strong leadership and mentoring abilities to support team members and provide constructive feedback.
- Willingness to learn, adapt to changing priorities, and grow with the team.
Work Environment
This is a part-time onsite role, working approximately 2025 hours per week in a professional office setting. You will collaborate with a global, cross-functional team and use technologies such as Microsoft Office, SharePoint, Microsoft Teams, web-based collaboration platforms, and AI-enabled tools to support daily operations. The environment is fast-paced, detail-oriented, and highly collaborative, with an emphasis on accuracy, confidentiality, and customer service. The initial engagement is a one-year contract with the possibility of extension based on business needs and performance. Professional business attire is expected, and you will work primarily in standard office conditions with regular meetings, events, and team interactions.
Job Type & Location
This is a Contract position based out of Groton, CT.
Pay and Benefits
The pay range for this position is $20.00 - $30.00/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 Groton, CT.
Application Deadline
This position is anticipated to close on Nov 6, 2026.
Workplace Type
This is a fully onsite position in Groton,CT.

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 [email protected] 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.