Administrative Assistant
Founded in 2001, Adage is a web design and development firm that combines strategic thinking with a passion for technology to advance our client's purpose. We bring together a diverse team of creative and technical professionals who partner with our clients to create their digital strategy. It’s our people first approach that drives us to win awards, work with prestigious clients, and break ground with exciting technology.
We are looking for an Administrative Assistant to be responsible for a variety of accounting, bookkeeping, and administrative duties to help maintain accuracy in financial records as well as keep our office running efficiently. As Administrative Assistant, you’ll work with our Finance team on accounts payable, accounts receivable, reporting and reconciliation. You’ll also assist with general office operations including reception calls, inventory management, and meeting coordination. You’ll manage the administrative department budget and make purchases for various departments, as well as coordinate meals for staff meetings.
Our ideal candidate is someone with a background in financial record keeping who is supportive, organized, and detail oriented.
What you’ll do:
- Process journal entries and maintain the general ledger accordingly
- Manage various accounts payable and receivable activities including company credit card accounts, bills, and payments
- Assist with client invoicing and collections
- Intercept and direct calls, emails, mail and deliveries appropriately
- Schedule and coordinate various activities such as meetings, travel, and conferences
- Keep inventory and place orders for office and kitchen supplies while being cost efficient
- Act as a liaison with building management, communicating messages to the company, coordinating visitor or maintenance requests, and providing other assistance as needed
- Plan company events and meetings in coordination with HR
- Coordinate and support leadership team meetings and projects
- Assist other departments on special and ongoing projects as needed
- Maintain physical and electronic files, including project and legal records
- Maintain office facilities including the kitchen and other communal areas
- Ad hoc finance and administrative tasks
We want someone who:
- Has 1+ years of experience with bookkeeping or financial record keeping and reconciliation
- Has a Bachelor’s degree preferred (or comparable experience)
- Is proficient in Excel and Microsoft Office suite
- Displays helpfulness and willingness to pitch in when needed
- Has excellent interpersonal skills to work with employees, clients and vendors
- Has strong written and verbal communication skills
- Can work independently as well as part of a team
- Demonstrates the ability to multi-task and juggle multiple priorities
- Is able to handle and execute on ad-hoc requests
What Adage Offers
Adage has consistently been recognized as one of Chicago’s 101 Best and Brightest Companies to Work For, one of the Best Places to Work in Illinois, and on the Crain’s list of Best Places to Work in Chicago. We have a people first approach, and support our employees with the things that matter most. You’ll enjoy work life balance with flex schedules, work from home options, and 20+ days paid time off annually. Adage offers great benefits with 85% employer paid insurance, profit sharing bonuses, 401k, and FSA. We have monthly happy hours, quarterly social events, an annual retreat, and a great office environment with a stocked kitchen.
Adage Technologies is proud to be an equal opportunity employer. We are committed to building a team that represents and respects diverse backgrounds, perspectives, and skill sets. All qualified candidates that share Adage's core values are strongly encouraged to apply.