Administrative Assistant
Adage Technologies is a web design and development firm in downtown Chicago that specializes in web and mobile CMS and ecommerce solutions. Our team of strategic, creative, and technical professionals partner with our clients to solve business problems and meet strategic goals. Our people-first approach drives us to win awards, and use technology to advance our client’s purpose.
We are looking for an Administrative Assistant with a positive attitude who will be a friendly face for visitors while keeping our office running efficiently. Your goal is to maintain a pleasant work environment, ensuring high levels of organizational effectiveness, communication and safety. As our Admin Assistant, you will support Adage’s culture by planning events & activities, coordinating meetings, and keeping our kitchen stocked. Our ideal candidate is someone who is dependable, proactive, and self-motivated.
What you’ll do:
- Intercept and direct calls, emails, and other correspondence in a professional and friendly manner.
- Make sure that all areas of the office are sufficiently stocked with the appropriate supplies and are kept neat and well organized
- Order and coordinate lunches for all-staff meetings
- Schedule, organize, and book activities such as meetings, travel, conferences, and office activities
- Extensively research and work with third party vendors to order supplies, furniture, etc.
- Keep inventory and place orders for office and kitchen supplies while being cost efficient
- Track attendance and manage PTO calendar
- Sort and distribute mail and deliveries
- Act as a liaison with building management by communicating messages to the team, coordinating visitor requests, distributing package passes, rent/fee reconciliation, obtaining appropriate certificates of insurance from vendors, making maintenance requests, etc.
- Coordinate and support leadership team meetings and projects
- Report departmental expenses and track budget
- Assist other departments on special and ongoing projects as needed
Skills & Requirements
- Bachelor’s degree preferred (or comparable experience)
- Previous experience as a receptionist or administrative position is required
- Experience with scheduling and planning meetings
- Proficiency in Microsoft Word, Excel, PowerPoint and Outlook
- Experience with office technology (scanner, copiers, internet phone/fax systems)
- Ability to multi-task projects
- Ability to handle and execute on ad-hoc requests
- Pleasant and positive attitude
- Welcoming personality
- Excellent interpersonal skills to work with internal and external personal
- Displays helpfulness and willingness to pitch in when needed
- Always looking to improve the office appearance and function