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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:
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.
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Stout
Jul 08, 2025