Administrative Office Assistant

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

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