Job Title

Administrative Assistant – Intermediate

Job Category

Administrative Clerk / Coordinator

Related Job Titles (for Matching/Search Optimization)Administrative AssistantOffice AssistantAdministrative SupportAdministratorJob Summary

The Administrative Assistant – Intermediate provides comprehensive administrative and clerical support to managers, teams, and stakeholders. This role supports daily office operations, manages information systems and records, delivers client-focused communication, and assists with program and process support activities. The ideal candidate is detail-oriented, organized, and comfortable working in a fast-paced, service-focused environment.

Key ResponsibilitiesClient & Stakeholder CommunicationServe as a primary point of contact for phone and email inquiries from clients, partners, and the public.Provide accurate, timely, and professional responses while assessing urgency and managing high volumes of inquiries.De-escalate challenging situations and redirect inquiries as appropriate.Explain policies, procedures, requirements, and available options clearly and consistently.Application, Assessment & File ProcessingReview and assess applications and supporting documentation against established standards, policies, and guidelines.Make decisions or recommendations within assigned authority and escalate complex cases when required.Manage first-level reviews or appeals, including confirming, revising, or escalating decisions.Review and process exemptions or special requests in accordance with policy.Information Systems & Records ManagementAccurately enter, maintain, and review client and program data in internal information systems.Open, update, and manage electronic and physical files, ensuring documentation is complete and accurate.Monitor data quality and identify discrepancies or issues requiring follow-up or referral.Administrative & Team SupportProvide administrative support including filing, scanning, data entry, correspondence, and document processing.Assist clients and staff with forms, online applications, and document submission.Support onboarding, training, and development of new staff.Assist with reassessments, audits, or quality assurance activities as required.Program & Process SupportLiaise with external organizations, institutions, and partners to verify information or documentation.Support coordination with training providers or program delivery partners.Contribute to system testing, process improvements, and the development of guides, forms, templates, and communication materials.Required Qualifications (Must Have)EducationHigh School Diploma or GEDExperienceMinimum 2 years of experience in a role similar to administrative assistant or administrative supportMinimum 2 years of experience formatting and proofreading documents in a professional work environmentMinimum 2 years of experience using Microsoft Outlook (email, calendar management, task tracking)Demonstrated ability to manage confidential information with discretionSkillsStrong written and verbal communication skillsExcellent organizational and time-management abilitiesAttention to detail and accuracyCustomer service mindset with the ability to manage sensitive or complex inquiriesProficiency with Microsoft Office applicationsPreferred Qualifications (Nice to Have)EducationPost-secondary education in Office Administration or a related field (certificate, diploma, or degree)ExperienceExperience in a client-facing or customer service–focused roleExperience working with regulatory, licensing, certification, or assessment processesExperience using enterprise information systems or databases

Job Type & Location

This is a Contract position based out of Edmonton, AB.

Pay and Benefits

The pay range for this position is $21.00 - $25.00/hr.

Workplace Type

This is a fully onsite position in Edmonton,AB.

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\n À propos d'Aston Carter:\n

Aston Carter fournit des solutions de talent de classe mondiale à des milliers de clients à travers le monde. Spécialisés dans la comptabilité, la finance, les ressources humaines, l’acquisition de talents, la chaîne d’approvisionnement et certaines professions administratives, nous étendons les capacités des entreprises à la pointe de l'industrie. Nous nous appuyons sur notre profonde expertise en matière de recrutement et sur notre réseau expansif pour répondre aux besoins évolutifs de nos clients et de notre communauté de talents avec agilité et excellence. Avec des bureaux aux États-Unis, au Canada, en Asie-Pacifique et en Europe, Aston Carter est au service d’un grand nombre d’entreprises du Fortune 500. Nous sommes fiers d’avoir remporté le double diamant ClearlyRated Best of Staffing® pour notre service aux clients et aux talents.\n

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Aston Carter est un employeur souscrivant au principe de l’égalité des chances et accepte toutes les candidatures sans tenir compte de la race, du sexe, de l’âge, de la couleur, de la religion, des origines nationales, du statut d’ancien combattant, d’un handicap, de l’orientation sexuelle, de l’identité sexuelle, des renseignements génétiques ou de toute autre caractéristique protégée par la loi.

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Si vous souhaitez faire une demande d’accommodement raisonnable, tel que la modification ou l’ajustement du processus de demande d’emploi ou d’entrevue à cause d’un handicap, veuillez envoyer un courriel à astoncarteraccommodation@astoncarter.com pour connaître d’autres options d’accommodement.

\n\n \n About Aston Carter:\n

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® double diamond winner for both client and talent service.

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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.

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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.

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