Administrative Assistant & Receptionist

About the Role

Adams Street Partners is seeking a highly organized and proactive Receptionist and Office Administrator to support the Chicago office. While this role includes front-of-house and visitor experience responsibilities, it is designed to be primarily administrative and operational in nature, with reception serving as one component of a broader office operations function.

This position plays a critical role in ensuring day-to-day operational continuity, supporting internal teams, and coordinating office management needs in a collaborative, fast-paced environment. The role requires strong judgment, attention to detail, and the ability to balance administrative priorities with professional front-of-house coverage. This role is 100% in-person, 5 days a week.

Responsibilities

Administrative & Office Operations Responsibilities (Primary Focus)

• Process and track Chicago office invoices, including vendor, facilities, and ad hoc expenses
• Provide administrative support to the broader administrative team, including expense processing, Salesforce record maintenance, and routine data entry
• Manage the firm’s general email inbox, including marketing distributions, audit requests, and fund-related inquiries, ensuring timely acknowledgment, tracking, and appropriate internal routing
• Establish and manage a centralized company swag inventory process
• Coordinate and triage day-to-day office management requests outside the scope of third-party services, including vendor repairs, facilities issues, temperature requests, internal announcements, and ad hoc office needs
• Assist with coordination submittal/review of small-scale legal contracts
• Maintain office records and support routine office-related tasks
• Provide administrative support (expense reports, calendar management, travel) during Executive Assistant vacations, absences, peak periods, and team transitions to ensure continuity of operations

Reception & Front-of-House Responsibilities

• Support a Chicago-based employee population of 190+ by providing professional front-of-house coverage and on-site coordination
• Manage guest registration, greeting, and on-site logistics for visitors and client meetings
• Serve as an ambassador of the firm to visitors and external stakeholders
• Coordinate incoming deliveries, including couriers, catering, and non–freight elevator items

Candidate Requirements:

We seek an individual who is self-disciplined, demonstrates creative thinking and has the following characteristics:

• Prior experience in an administrative, office management, or receptionist role, preferably in a professional services or corporate environment.
• Bachelor's degree preferred.
• Strong organizational skills with the ability to manage multiple tasks and prioritize effectively.
• High attention to detail and comfort handling routine processes.
• Professional demeanor with excellent interpersonal and communication skills.
• Ability to operate independently, anticipate needs, and proactively resolve issues.
• Ability to work on-site 5 days a week is required.
• Proficiency with common office tools and systems (e.g., email platforms, CRM/databases such as Salesforce, expense management tools).
• Ability to serve as a visible, front-facing representative of the firm.

We offer a competitive U.S. benefits package designed to support health, financial security, and work-life balance. Highlights include medical, dental, and vision coverage; a 401(k) with immediate vesting and employer match; profit sharing; flexible spending accounts (FSA); and paid parental leave, including adoption. Employees also receive generous paid time off, commuter benefits, employer-paid short- and long-term disability and life insurance, and access to additional voluntary benefits.