Administrative Assistant

We believe everyone has a story to tell and we’re passionate about helping people and brands amplify their stories across the globe. We are proud to be the number one provider of enterprise webcasting and investor relations content distribution, as well as a global leader in press release distribution. Our clients have used Notified to monitor over 2 billion social media conversations! Our products are built so storytellers can do their best work. But we’re not just a platform—personalized, caring service is how we operate. We add a personal touch to everything we do. We strive to deliver wisdom and insight by helping our clients reach global and targeted audiences, measure outcomes, and fulfill their commitments. 

Notified is seeking an Administrative Assistant in Chicago. Our expectation at this time is you would work from our office, located at 770 North Halsted Street, on Tuesday, Wednesday and Thursday with flexibility to work from home on Monday and Friday.

Basic Functions

• Provide a variety of confidential and complex support functions to assigned executives

• Successfully complete critical or sensitive project tasks of deliverable assignments with a hands-on approach ensuring project risks are escalated 

• Assist with the disposition of confidential documentation and information from internal departments and clients

• Assist with department budget (e.g., review of variance reports, tracking expenditures, paying invoices, etc.) which may include navigation, data entry, editing, and other administrative changes through a corporate finance and accounting software system

• Budgeting and expense tracking

• Processing invoices and reimbursements

• Managing office-related purchases

• Screen and direct incoming calls and visitors for the assigned executive in a professional and courteous manner  providing information to callers and visitors as appropriate

• Prepare confidential correspondence, memorandums, reports, etc. from rough draft to final copy ensuring 100% accuracy before distribution and maintain sensitive and confidential files in an organized manner which includes preparing inactive files for off-site storage and maintain records of inactive files

• Managing office supplies and inventory

• Scheduling meetings and appointments

   

Facility Management 

• Onsite support in coordination with the Facilities team 

• Ensuring the office environment is clean, safe, and well-maintained

• Coordinating with vendors and service providers (e.g., cleaning, maintenance)

• Managing office layout and seating arrangements

Technology and Systems Oversight

• Coordinating with IT support for technical issues (network, printers, computers)

General Administrative Support  

• Provide administrative support for assigned executive management and