Job Title: Administrative / Executive Support Specialist

Job Description

This role provides highly organized front-of-office and executive-level administrative support in a fast-paced, client-facing environment. The specialist manages complex scheduling and logistics, oversees the end-to-end visitor and client experience, and supports internal operations with a strong hospitality mindset. The position requires excellent communication skills, meticulous attention to detail, and the ability to juggle competing priorities while serving as a trusted, service-oriented problem solver across teams.

Responsibilities

Serve as the primary front-of-house and reception lead, greeting and supporting visitors with a polished, professional, and client-focused presence.Manage complex calendars, including scheduling meetings, coordinating logistics, and adjusting plans quickly in response to last-minute changes.Coordinate end-to-end client and visitor experiences, including planning visits and tours, preparing agendas, and ensuring all meeting and event setups are complete and professional.Provide comprehensive administrative support such as preparing documents, tracking tasks, and maintaining accurate records and reports.Communicate promptly and clearly with internal and external stakeholders, providing timely follow-up and status updates.Support hospitality needs, including coordinating food and beverages, arranging vendors, and ensuring visitors have a seamless, high-touch experience.Balance and prioritize multiple requests and deadlines in a fast-paced environment, escalating issues and resolving problems efficiently.Collaborate with cross-functional teams to provide internal support, troubleshoot issues, and contribute to smooth day-to-day operations.Assist with event, site visit, or facilities coordination, including preparation for audits, inspections, or special tours.Support basic compliance tracking activities, such as maintaining documentation related to safety, testing, and visitor records as needed.Coordinate with vendors and assist with light procurement, ordering, and inventory management for office and hospitality supplies.Assist with budget and expense reporting, including credit card reconciliations, detailed tracking, and supporting documentation.Provide basic creative and visual support using tools such as Canva or PowerPoint for internal communications or employee resource group activities.Support onboarding logistics for new hires, including scheduling, coordinating resources, and ensuring a welcoming experience.Act as a go-to, service-oriented problem solver across teams, proactively identifying needs and offering solutions to improve processes and experiences.

Essential Skills

Proven administrative support experience in a fast-paced, client-facing or front-of-office environment.Strong calendar management skills, including handling complex schedules and frequent changes.Demonstrated ability to coordinate advanced scheduling and logistics for meetings, visits, and events.Experience managing end-to-end client and visitor experiences, including agendas, tours, and setup.Excellent written and verbal communication skills with a commitment to prompt follow-up.High attention to detail in administrative tasks, documentation, and reporting.Hospitality and service-oriented mindset, with experience coordinating food, vendors, and visitor needs.Ability to manage competing priorities and multitask effectively in a high-touch environment.Strong cross-functional collaboration and problem-solving skills, supporting multiple teams and stakeholders.

Additional Skills & Qualifications

Experience with tools such as Salesforce, Smartsheet, M-Files, or similar internal systems.Exposure to event, site visit, or facilities coordination, including preparation for audits or inspections.Familiarity with basic compliance tracking, such as safety documentation, testing records, or visitor documentation.Experience with vendor coordination and light procurement or inventory management.Background in budget or expense reporting, including credit card reconciliations and detailed expense tracking.Basic creative or visual design skills using tools like Canva or PowerPoint for internal communications or presentations.Experience supporting onboarding logistics for new hires, including scheduling and coordination.Track record as a reliable, go-to, service-oriented problem solver across teams.

Work Environment

The role operates in a front-of-office, reception-style environment that is fast-paced and highly interactive with clients, visitors, and internal teams. You will use a variety of internal systems and productivity tools, such as Salesforce, Smartsheet, M-Files, Canva, and PowerPoint, to manage calendars, track compliance, coordinate visits, and support internal communications. The position involves frequent coordination of meetings, tours, and events, as well as regular collaboration with vendors and cross-functional teams. Professional, polished attire is expected to support a high-touch, client-facing atmosphere, and the work requires a strong hospitality mindset and comfort managing multiple priorities throughout the day.

Job Type & Location

This is a Contract position based out of Reno, NV.

Pay and Benefits

The pay range for this position is $18.00 - $21.00/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 Reno,NV.

Application Deadline

This position is anticipated to close on Apr 29, 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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