Job Details

Job Title: Administrative Assistant - Reception
** if you are interested in this opportunity, please feel free to apply and email me your resume at alalfaro @ astoncarter.com so we can schedule a time to connect asap! **
Job Description
The Administrative Assistant - Reception provides comprehensive administrative and clerical support to a busy office, serving as the primary point of contact for visitors and a key resource for internal staff. Working under general direction, this role handles a variety of tasks with considerable discretion and independent judgment, including analyzing information requests, coordinating executive travel and meetings, and managing expense reporting. The position requires a solid understanding of office processes, procedures, and systems gained through specialized training and at least three years of on-the-job experience. This is a multi-faceted role that interacts with multiple departments and supports a Vice President in a professional, client-facing environment.
Responsibilities

• Serve as the primary point of contact for visitors, greeting and directing individuals in a professional and welcoming manner.
• Answer and route incoming telephone calls, ensuring timely, courteous, and accurate communication.
• Handle in-person, email, and Teams communications, responding to inquiries and providing information to employees and external contacts.
• Provide general administrative and clerical support for the site, including data entry, document preparation, and record maintenance.
• Support a Vice President by scheduling travel arrangements and coordinating meetings, ensuring all logistics are handled efficiently.
• Prepare and assist with monthly expense reports using Concur, including gathering documentation and verifying accuracy.
• Perform light office duties such as answering employee questions, directing internal requests, and supporting day-to-day office operations.
• Follow clearly defined procedures and guidelines while exercising independent judgment to resolve routine issues and prioritize tasks.
• Collaborate with various departments at the site to facilitate smooth communication and coordination of activities.
• Maintain a high level of professionalism in all client and customer-facing interactions, representing the organization positively.
• Adapt to a variety of work routines and changing priorities while maintaining organization and attention to detail.

Essential Skills

• Minimum of 3-5 years of executive assistant or administrative support experience, including direct support to leadership.
• Strong data entry skills with accuracy and attention to detail.
• Demonstrated customer service experience in a front desk or client-facing role.
• Proficiency in general administrative support functions, including scheduling, correspondence, and record keeping.
• Experience using Microsoft applications (such as Outlook, Word, Excel, and Teams) for communication and documentation.
• Hands-on experience with Concur or similar expense reporting systems.
• Excellent organization skills with the ability to manage multiple tasks and deadlines.
• High level of professionalism in client/customer-facing interactions and in supporting a Vice President.
• Ability to exercise discretion and independent judgment when handling information and resolving routine issues.
• Strong adaptability skills to manage a variety of responsibilities and shifting priorities.

Additional Skills & Qualifications

• Bachelor's degree or Associate's degree preferred.
• Comprehensive understanding of office processes, procedures, and systems gained through job-related training and experience.
• Basic understanding of underlying concepts and principles related to administrative operations.
• Ability to analyze information requests and identify trends to support decision-making.
• Effective verbal and written communication skills for interacting with internal staff and external visitors.
• Comfort working within well-defined procedures while contributing to a positive and collaborative office culture.

Work Environment
This role is fully onsite at a professional office location, working Monday through Friday, typically from 8:00 a.m. to 5:00 p.m., with flexibility for a 30-40 hour workweek. The environment is described as positive and supportive, within a well-known national organization in the medical device industry. The Administrative Assistant - Reception works at the front desk and throughout the office, using standard office technologies such as computers, Microsoft applications, email, and collaboration tools like Teams, as well as Concur for expense reporting. The position involves regular interaction with visitors, employees, and leadership across various departments, requiring a polished, professional demeanor and business-appropriate attire.
Job Type & Location
This is a Contract position based out of Tempe, AZ.
Pay and Benefits
The pay range for this position is $20.00 - $23.00/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)
Workplace Type
This is a fully onsite position in Tempe,AZ.
Application Deadline
This position is anticipated to close on Aug 12, 2026.
About Actalent

Actalent is a global leader in engineering and sciences services and talent solutions. We help visionary companies advance their engineering and science initiatives through access to specialized experts who drive scale, innovation and speed to market. With a network of almost 20,000 consultants and 5,000 clients across the U.S., Canada, Asia and Europe, Actalent serves many of the Fortune 500. We are proud to be an Engineering News-Record (ENR) Top 500 Design Firm for our engineering design services and a ClearlyRated Best of Staffing® 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 actalentaccommodation@actalentservices.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.