Administrative Assistant

Notified; Chicago (IL); On-site; USD 45,000 - 60,000; Full time

Job summary

Notified, a leader in webcasting and media distribution, seeks an Administrative Assistant based in Chicago. The role involves a variety of administrative tasks including support for executives, budget tracking, and managing office operations. Ideal candidates will have a high school diploma, 2+ years of administrative experience, and proficiency in office software. Flexible schedule and strong commitment to confidentiality are essential.

Benefits

Comprehensive health benefits

Wellness programs

Flexible work schedule

Quarterly recognition awards

Access to 8,000+ free courses

Qualifications

• Minimum 2 years administrative secretarial experience required.
• Intermediate knowledge of Word and Excel required.
• Typing speed of at least 45 words per minute.

Responsibilities

• Provide confidential and complex support to executives.
• Assist with department budget tracking and invoice processing.
• Manage office supplies and schedule appointments.

Skills

Confidentiality

Project Management

Communication

Budgeting

Education

High school diploma or GED

Specialized coursework in office practices

Tools

Microsoft Office

Job description

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Job Description

We believe everyone has a story to tell and we’re passionate about helping people and brands amplify their stories across the globe. We are proud to be the number one provider of enterprise webcasting and investor relations content distribution, as well as a global leader in press release distribution. Our clients have used Notified to monitor over 2 billion social media conversations! Our products are built so storytellers can do their best work. But we’re not just a platform—personalized, caring service is how we operate. We add a personal touch to everything we do. We strive to deliver wisdom and insight by helping our clients reach global and targeted audiences, measure outcomes, and fulfill their commitments.

Job Description

We believe everyone has a story to tell and we’re passionate about helping people and brands amplify their stories across the globe. We are proud to be the number one provider of enterprise webcasting and investor relations content distribution, as well as a global leader in press release distribution. Our clients have used Notified to monitor over 2 billion social media conversations! Our products are built so storytellers can do their best work. But we’re not just a platform—personalized, caring service is how we operate. We add a personal touch to everything we do. We strive to deliver wisdom and insight by helping our clients reach global and targeted audiences, measure outcomes, and fulfill their commitments.

Notified is seeking an Administrative Assistant in Chicago. Our expectation at this time is you would work from our office, located at 770 North Halsted Street, on Tuesday, Wednesday and Thursday with flexibility to work from home on Monday and Friday.

Basic Functions

• Provide a variety of confidential and complex support functions to assigned executives
• Successfully complete critical or sensitive project tasks of deliverable assignments with a hands-on approach ensuring project risks are escalated
• Assist with the disposition of confidential documentation and information from internal departments and clients
• Assist with department budget (e . g ., review of variance reports, tracking expenditures, paying invoices , etc . ) which may include navigation, data entry, editing , and other administrative changes through a corporate finance and accounting software system
• Budgeting and expense tracking
• Processing invoices and reimbursements
• Managing office-related purchases
• Screen and direct incoming calls and visitors for the assigned executive in a professional and courteous manner providing information to callers and visitors as appropriate
• P repare confidential correspondence, memorandums, reports, etc. from rough draft to final copy ensuring 100% accuracy before distribution and maintain sensitive and confidential files in an organized manner which includes preparing inactive files for off-site storage and maintain records of inactive files
• Managing office supplies and inventory
• Scheduling meetings and appointments
  
  

Facility Management

• Onsite support in coordination with the Facilities team
• Ensuring the office environment is clean, safe, and well-maintained
• Coordinating with vendors and service providers (e.g., cleaning, maintenance)
• Managing office layout and seating arrangements
  
  

Technology and Systems Oversight

• Coordinating with IT support for technical issues (network, printers, computers)
  
  

General Administrative Support

• Provide administrative support for assigned executive management and other department staff, ensuring adherence to corporate and department policies and procedures and established deadlines
• Perform a variety of administrative functions (e.g. word processing, copying, phone coverage, file maintenance, sort and prioritize incoming and outgoing mail and faxes, creating reports, etc) which may require prioritizing work based on timelines
• As required, maintain supervisor's calendar including scheduling meetings and appointments
• Prepare meeting materials and make necessary meeting arrangements as well as itineraries for clients or department personnel
• May order supplies and ensure appropriate supply levels are maintained which includes
  
  

receiving deliveries of supplies and verify against actual order, handling any discrepancies

• Coordinating travel arrangements with Corporate Travel which includes completing travel requisitions and verifying that travel has been appropriately approved
• Meet and greet customers and clients and ensure they are assisted in a timely and accurate manner
• As required , gather receipts and other records in order to prepare reports and processes for
  
  

payments in a timely manner

• Maintain confidentiality of department information (e.g., budgets, salary information, etc) ensuring adherence to department policies and procedure
  
  

Project Assistance

• Participate in the activities associated with a variety of departmental projects ensuring established timelines are met
• Prepare reports, material and documentation as requested
• May update project plan
• Create and maintain organized project files
• Provide project lead with status reports throughout assigned projects detailing project status and timeline
  
  

Related Duties as Assigned

• The job description documents the general nature and level of work but is not intended to be a comprehensive list of all activities, duties, and responsibilities required of job incumbents
• Consequently, job incumbents may be asked to perform other duties as required
• Also note, that reasonable accommodations may be made to enable individuals with disabilities to perform the functions outlined above
• Please contact your local Employee Relations representative to request a review of any such accommodations
  
  

Minimum Qualifications

Applicant for this job will be expected to meet the following minimum qualifications.

Education

• High school diploma or GED required. Additional specialized secretarial course work in office practices, management or business administration preferred.
  
  

Experience

• Minimum 2 years increasingly responsible administrative secretarial experience required
  
  

Other

• Intermediate knowledge of Word and Excel required
• Type a minimum of 45 words per minute accurately
  
  

Best In Class!

• “Best Press Release Distribution Company,” MarTech Breakthrough Awards
• “PR Innovation of the Year,” Gold Stevie Winner, 2023 American Business Awards
• “Marketing/Public Relations Solution,” Gold Stevie Winner, 2023 American Business Awards
  
  

Why work for Notified?

• Global collaboration with team members in 17 countries
• Opportunities to innovate and grow!
• Comprehensive health benefits and wellness programs
• Quarterly recognition awards
• Curated learning libraries offering over 8,000 free courses supporting your business and technical acumen
• Flexibility to work from home on Mondays and Fridays
• Diversity is celebrated and supported inclusive Employee Resource Groups
  
  

What’s next?

Qualified candidates will be contacted by a member of our in-house recruitment team to kick-start the recruitment process

At Notified, we don't just accept difference - we celebrate it, support it, and build success upon it. We are proud to be an equal opportunities employer and no part of this advertisement is intended to discriminate on any grounds.

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Seniority level

• Seniority level

  Entry level

Employment type

• Employment type

  Full-time

Job function

• Job function

  Administrative

• Industries

  Technology, Information and Media

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