Job Title: Administrative CoordinatorJob Description

The Office & Administrative Assistant plays an essential role in supporting daily office operations and administrative functions to ensure a smooth, organized, and welcoming workplace. This position provides hands-on support across office administration, HR processes, and employee engagement activities. The ideal candidate is detail-oriented, service-minded, and proactive, with the ability to manage multiple tasks while maintaining professionalism and confidentiality. This role is well-suited for someone who enjoys being the 'go-to' support person and takes pride in keeping operations running efficiently.

ResponsibilitiesProvide day-to-day administrative support to department leaders and team members, including scheduling meetings, coordinating calendars, and assisting with travel arrangements.Coordinate meeting logistics, including conference room scheduling, catering, materials preparation, and audiovisual setup.Monitor and maintain office and kitchen supplies; track inventory and place orders as needed.Coordinate meals and hospitality for company meetings, employee gatherings, and visitors.Assist in planning and supporting office events, team activities, and employee engagement initiatives.Serve as a point of contact for office vendors and building management regarding routine facilities needs.Maintain organized common areas and ensure a clean, professional, and welcoming office environment.Schedule and coordinate onsite and virtual interviews, including preparation of candidate itineraries and meeting schedules.Greet candidates and visitors, provide office tours, and support a positive interview experience.Assist with onboarding documentation and new hire setup.Route documents for signature via DocuSign and track completion.Enter and maintain confidential employee information in HRIS systems (e.g., ADP).Support compliance efforts by maintaining required documentation such as I-9 forms and training records.Assist with maintaining organized employee records and HR files.Support internal communications and employee recognition initiatives while maintaining strict confidentiality of employee and candidate information.Assist with coordinating content for the company’s LinkedIn page and other internal or external communications.Help highlight company culture, milestones, and achievements in collaboration with HR and leadership.Essential SkillsCalendar managementAdministrative supportExecutive supportOffice managementStrong organizational skills with attention to detail and follow-throughExcellent written and verbal communication skillsProficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)Ability to manage multiple priorities in a fast-paced environmentProfessional, positive, and service-oriented demeanorAdditional Skills & QualificationsBachelor’s degree preferred1–3+ years of administrative, office support, or HR administrative experienceExperience with HRIS systems (e.g., ADP) preferredAbility to lift up to 25 pounds as neededStrong working knowledge of Google WorkspaceHighly proactive, resourceful, and solutions orientedDiscreet, trustworthy, and comfortable handling confidential informationHands-on, team-first attitude—no task is too smallWork Environment

This role is based onsite at a startup biotech company in South San Francisco. The work environment is dynamic and fast-paced, offering opportunities to interact with executives and board members. The office maintains a professional and welcoming atmosphere.

Job Type & Location

This is a Contract to Hire position based out of San Francisco, CA.

Pay and Benefits

The pay range for this position is $38.00 - $40.00/hr.

Eligibility requirements apply to some benefits and may depend on your job\n classification and length of employment. Benefits are subject to change and may be\n subject to specific elections, plan, or program terms. If eligible, the benefits\n available for this temporary role may include the following:\n\n • Medical, dental & vision\n • Critical Illness, Accident, and Hospital\n • 401(k) Retirement Plan – Pre-tax and Roth post-tax contributions available\n • Life Insurance (Voluntary Life & AD&D for the employee and dependents)\n • Short and long-term disability\n • Health Spending Account (HSA)\n • Transportation benefits\n • Employee Assistance Program\n • Time Off/Leave (PTO, Vacation or Sick Leave)

Workplace Type

This is a fully onsite position in San Francisco,CA.

Application Deadline

This position is anticipated to close on Mar 11, 2026.

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\n\nAbout 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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