At Stout, we’re dedicated to exceeding expectations in all we do – we call it Relentless Excellence ®. Both our client service and culture are second to none, stemming from our firmwide embrace of our core values: Positive and Team-Oriented, Accountable, Committed, Relationship-Focused, Super-Responsive, and being Great communicators. Sound like a place you can grow and succeed? Read on to learn more about an exciting opportunity to join our team.
The Administrative Office Assistant will play a key role in ensuring smooth office operations. This individual will act as the first point of contact for visitors, vendors, and employees while routing incoming calls, overseeing the day-to-day cleanliness, maintenance, and organization of the office, with the flexibility to adapt to a variety of tasks and responsibilities. Ability to come in as early as 7:30 a.m. or stay as late as 6:00 p.m. when necessary.
Principal Responsibilities:
Maintain Supply Rooms/Kitchens/Snack Stations (Stocked and Organized):
Keep inventory of office supplies needed (order and put away)
Keep inventory of kitchen supplies needed (order and put away)
Keep inventory of snack station supplies (order and set out weekly)
Maintain Conference Rooms and Ensure Coordination and Proper Flow of Meetings
Answer and Route Calls for the Chicago Office and Other Offices
Answer the Door for Deliveries and Distribute Packages
Assist the Office Manager with Office Move Preparation and Coordination
Maintain Organization and Cleanliness of Entire Office Space:
Run dishwasher and put away dishes
Perform weekly walkthroughs to keep the office clean and organized
Stock designated printers with paper and toner
Assist with Distributing Keycards to New Employees and Registering Guests with Security
Assist with New Hire Office Tours and I-9 Verification
Assist with Coordinating Headshots and Business Cards for New Hires
Sort, Scan, and Distribute Mail
Assist with HubSpot Contact Verification and Other Marketing Projects
Create Monthly Coverage Calendar for Reception Coverage
Clean and Maintain Beverage Equipment in the Kitchen
Assist with Coordinating Meeting Space and Catering for Firm Meetings
Assist with Catering Orders and Setup for Meetings/Events, Including Bi-Weekly Breakfast Orders
Manage Expenses with the Company Credit Card
Assist with Ordering, Unpacking, and Stocking Supplies
Process FedEx Requests When Needed:
Keep inventory of FedEx supplies needed (order and put away)
Process any Outgoing Packages and bring to Building Drop Box
Liaison with Building Management on Facilities Requests and Building Communication
Work Closely with the Office Manager to Organize Office Events (e.g., Holiday Parties, Summer Events, etc.)
Assist with Records Management Process (Manage Accurate Inventory Records to/from Off-Site Storage)
Coordinate Messenger Delivery as Needed
Keep Inventory of Tabs/Binding Supplies Needed for Report Production (Order and Put Away)
Assist with Report Production as Needed
Assist with Other Administrative Requests, Including Travel Arrangements, Copy Jobs, Scan Jobs, Reports, etc.
Knowledge, Skills & Abilities:
Project management experience and skills necessary
Ability to be flexible and adapt to changing situations
Ability to work in a fast-paced environment necessary
Ability to stay calm and collected under pressure
Strong organizational skills necessary
Strong Communicator (written and verbal)
Intermediate proficiency in Microsoft Office Suite (Word, Excel, Outlook, OneDrive)
Strong grammar and writing skills
Ability to multi-task
Work product that reflects a high degree of accuracy
Detail oriented
Ability to interact professionally with clients and employees
Must present a professional appearance
Reliable
Positive attitude
Team player
Experience with answering and routing calls
Ability to lift up to 50 lbs.
Education and/or Training:
High School Diploma Required
Minimum 4 years of administrative experience necessary
Experience working within a professional services firm a plus
Why Stout?
At Stout, we offer a comprehensive Total Rewards program with competitive compensation, benefits, and wellness options tailored to support employees at every stage of life.
We foster a culture of inclusion and respect, embracing diverse perspectives and experiences to drive innovation and success. Our leadership is committed to inclusion and belonging across the organization and in the communities we serve.
We invest in professional growth through ongoing training, mentorship, employee resource groups, and clear performance feedback, ensuring our employees are supported in achieving their career goals.
Stout provides flexible work schedules and a discretionary time off policy to promote work-life balance and help employees lead fulfilling lives.
Learn more about our benefits and commitment to your success.
https://www.stout.com/en/careers/benefits
The specific statements shown in each section of this description are not intended to be all-inclusive. They represent typical elements and criteria necessary to successfully perform the job.
Stout is an Equal Employment Opportunity. All qualified applicants will receive consideration for employment on the basis of valid job requirements, qualifications and merit without regard to race, color, religion, sex, national origin, disability, age, protected veteran status or any other characteristic protected by applicable local, state or federal law.
Interested in joining a rapidly growing group of bright, ambitious professionals in a work environment that values culture, inclusion, and personal growth? Stout might just be the right place for you.