Executive Administrative Assistant

About the Role

We are seeking a highly organized and detail-oriented Administrative Specialist to support daily operations across purchasing, project coordination, customer service, order management, and office administration. This is a dynamic role that serves as a key connection point between customers, vendors, production teams, and internal departments.

The ideal candidate thrives in a fast-paced manufacturing environment, enjoys managing multiple priorities, and takes pride in providing exceptional administrative and operational support.

Key Responsibilities

Purchasing & Order Management

• Create and issue purchase orders through the company's MRP system.
• Process vendor acknowledgments and verify order accuracy.
• Maintain pricing, delivery schedules, and order information within company systems.
• Coordinate with suppliers to ensure on-time delivery of materials and resolve order discrepancies.
• Manage online parts orders through the CRM platform.

Customer & Vendor Support

• Serve as a primary point of contact for order status updates, shipment tracking, and delivery information.
• Respond to customer inquiries and assist with order-related questions.
• Maintain professional communication with customers, vendors, freight providers, and internal teams.
• Assist in resolving shipping and delivery issues.

Project Coordination

• Set up and maintain projects using CRM and estimating system information.
• Track project timelines, milestones, shipments, and delivery schedules.
• Communicate project updates with manufacturing teams and vendors.
• Coordinate billing-related communication between Manufacturing and Finance teams.

Administrative Support

• Maintain project, fabrication, and operational documentation.
• Perform accurate data entry and ensure records remain current.
• Organize and archive project closeout documentation.
• Coordinate office, facility, safety, and PPE supply purchases.
• Manage incoming mail and shipping activities.

Internal Operations Support

• Assist with employee communications, company postings, and recognition initiatives.
• Support onboarding and offboarding activities.
• Track software licenses and coordinate with third-party IT vendors.
• Participate in process improvement projects and training initiatives as needed.

Qualifications

Required

• 5+ years of administrative experience within a manufacturing, operations, industrial, or related environment.
• Strong organizational and multitasking skills.
• Excellent attention to detail and commitment to accuracy.
• Strong written and verbal communication skills.
• Ability to collaborate effectively with customers, vendors, and cross-functional teams.
• Comfortable learning and navigating new systems and processes.
• Proficiency in Microsoft Office Suite, including Outlook, Excel, and Word.

Preferred

• Experience working with ERP, MRP, or CRM systems.
• Previous purchasing, order management, or project coordination experience.
• Experience supporting manufacturing, production, or supply chain operations.
• Knowledge of shipping, logistics, and vendor management processes.

Job Type & Location

This is a Contract to Hire position based out of Minneapolis, MN.

Pay and Benefits

The pay range for this position is $31.25 - $36.06/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 & 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)

Job Type & Location

This is a Contract to Hire position based out of Minneapolis, MN.

Application Deadline

This position is anticipated to close on Nov 18, 2026.

Workplace Type

This is a fully onsite position in Minneapolis,MN.

About Aston Carter

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® Platinum Award 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 astoncarteraccommodation@astoncarter.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.