About this opportunity
Aston Carter lists this Administrative Assistant opportunity in grimes, Iowa. Review the employer’s description below for duties, qualifications and application requirements.
Job description
Administrative Assistant – Reception and EventsThis administrative assistant role provides high-level reception and administrative support to senior leadership, including executives in education and training, safety, and membership. The position requires someone who enjoys wearing multiple hats, managing front desk duties, coordinating events and meetings, and maintaining member data and documentation. You will play a central role in ensuring that meetings, trainings, and membership processes run smoothly and efficiently.ResponsibilitiesCoordinate on-site board and trust meetings, including ordering meals, preparing the meeting room, and organizing all materials needed for events and meetings.Serve as the primary point of contact for event vendors, meal caterers, and venue staff, ensuring clear communication and timely coordination of event logistics.Work closely with leadership to understand event requirements and independently set up, organize, and coordinate events from start to finish.Use the CHAD database to input event information, including attendee names, and create badges and reports in preparation for meetings and events.Input new member data into CHAD and maintain accurate, up-to-date member information within the database.Assist the safety function by setting up and tracking members attending training events, ensuring accurate records and smooth registration processes.Prepare complete new membership packets with all required documentation and mail them to new members in a timely and organized manner.Perform general administrative support and front desk responsibilities, including data entry, scanning, and managing basic customer service interactions.Maintain a cooperative and efficient work environment by communicating clearly, staying organized, and proactively supporting team needs.Essential SkillsAt least 2 years of experience in executive administrative support, event planning, or administrative assistant roles.Proficiency with data entry and working in databases, including entering, maintaining, and reporting on member and event information.Strong customer service skills, with the ability to serve as a professional and welcoming point of contact for members, vendors, and visitors.Experience using Microsoft Office tools for document creation, communication, and basic reporting.Front desk and reception experience, including managing incoming inquiries and directing visitors appropriately.High attention to detail, ensuring accuracy in documentation, event materials, and membership information.Strong communication skills, both verbal and written, to coordinate effectively with leadership, vendors, and members.Proactive, "go-getter" attitude, with the ability to take initiative and manage multiple tasks and responsibilities.Additional Skills & QualificationsExperience coordinating events, meetings, or trainings, including logistics and vendor communication.Familiarity with scanning and managing digital documents as part of administrative workflows.Ability to maintain a cooperative, efficient, and organized work environment while supporting multiple leaders and functions.Comfort working in a role that combines reception, administrative support, and event coordination responsibilities.Work EnvironmentThis role is fully on-site and involves working at the front desk and in shared office and meeting spaces. The schedule is very flexible and may transition to full-time over time, offering room for growth and increased responsibility. The position is structured as a true contract-to-hire opportunity, allowing both you and the organization to ensure a strong mutual fit. You will work with standard office technologies, including computers, Microsoft Office applications, scanning equipment, and the CHAD database, in a collaborative environment that values efficiency, professionalism, and a positive, cooperative attitude.Job Type & LocationThis is a Contract to Hire position based out of Grimes, IA.Pay and BenefitsThe pay range for this position is $23.50 - $24.50/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 & visionCritical Illness, Accident, and Hospital401(k) Retirement Plan – Pre-tax and Roth post-tax contributions availableLife Insurance (Voluntary Life & AD&D for the employee and dependents)Short and long-term disabilityHealth Spending Account (HSA)Transportation benefitsEmployee Assistance ProgramTime Off/Leave (PTO, Vacation or Sick Leave)Workplace TypeThis is a fully onsite position in Grimes,IA.Application DeadlineThis position is anticipated to close on Oct 6, 2026.
Worksite address
grimes, IA, 50111, US
Who can apply
Review the original listing for work authorization, qualifications and employer requirements.