Job Title: Administrative Coordinator (Events & HR Support)

Job Description

The Administrative Coordinator (Events & HR Support) plans and delivers internal and external events while providing comprehensive administrative and human resources support. This role coordinates logistics for meetings, trainings, and engagement activities, assists with onboarding and HR processes, and ensures smooth day-to-day administrative operations. The position suits a highly organized professional who enjoys managing details, working cross-functionally, and supporting both people and processes in a fast-paced environment.

Responsibilities

• Plan, coordinate, and execute internal and external events, including meetings, trainings, employee engagement activities, and client events.
• Manage all event logistics, such as venue selection, catering arrangements, travel coordination, and preparation of event materials.
• Serve as the primary point of contact for vendors and event stakeholders, ensuring clear communication and timely follow-up.
• Track event budgets, process invoices, and manage related expenses in an accurate and timely manner.
• Coordinate event communications, including invitations, reminders, and attendee tracking, to ensure strong participation.
• Support on-site event execution, troubleshoot issues, and ensure a seamless experience for attendees and stakeholders.
• Assist with onboarding and offboarding processes by coordinating new hire paperwork, system setup, and orientation scheduling.
• Maintain accurate and up-to-date employee records while ensuring compliance with company policies and confidentiality standards.
• Support benefits administration, PTO tracking, and preparation and maintenance of HR documentation.
• Coordinate interviews and assist with recruiting logistics, including scheduling and communication with candidates.
• Prepare HR reports, metrics, and audits as requested, ensuring data accuracy and timely delivery.
• Respond to general employee inquiries related to HR processes and policies in a professional and helpful manner.
• Maintain calendars, schedule meetings, and coordinate cross-functional activities for teams and leadership.
• Manage office operations, including supplies and vendor relationships, as needed to support a well-functioning workplace.
• Assist leadership with ad hoc administrative and operational tasks, providing reliable support and follow-through.

Essential Skills

• 2+ years of administrative experience in an office, HR, or event coordination environment.
• Experience with onboarding and offboarding processes, including handling new hire paperwork and system setup.
• Background in administrative, HR support, or event coordination roles.
• Strong organizational and time management skills with the ability to prioritize tasks and manage multiple deadlines.
• Demonstrated experience coordinating events or managing logistics.
• Basic knowledge of HR processes, including onboarding, compliance, and maintenance of employee records.
• Proficiency in Microsoft Office Suite, including Outlook, Excel, Word, and Teams.
• Excellent written and verbal communication skills with strong interpersonal abilities.
• Ability to handle sensitive and confidential information with discretion and professionalism.

Additional Skills & Qualifications

• Experience supporting both internal and external stakeholders in a professional services or corporate environment.
• Comfort working in a fast-paced setting with shifting priorities and multiple concurrent projects.
• Proactive approach to problem-solving and continuous improvement in administrative and HR processes.
• Strong attention to detail and accuracy in documentation, reporting, and record-keeping.

Work Environment

This role operates in a professional office environment with a focus on both administrative and event-related activities. The Administrative Coordinator regularly uses Microsoft Office Suite, including Outlook for scheduling and communications, Excel for tracking budgets and HR metrics, Word for documentation, and Teams for virtual meetings and collaboration. The position involves frequent coordination with internal teams, leadership, vendors, and event stakeholders, as well as occasional on-site event support that may require flexibility in hours around key events or activities. The work setting emphasizes confidentiality, organization, and clear communication while supporting a collaborative and service-oriented culture.

Job Type & Location

This is a Contract position based out of Fairfax, VA.

Pay and Benefits

The pay range for this position is $24.00 - $31.00/hr.

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)

Workplace Type

This is a hybrid position in Fairfax,VA.

Application Deadline

This position is anticipated to close on Jun 12, 2026.

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® double diamond 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.