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.
Description:
Manage the general day-to-day flow of office operations. Responsible for the organization, maintenance, and cleanliness of the entire office space. Oversee local administrative team, and assist operations group with special projects (office move, event planning, employee training/on-boarding, philanthropic activities, manage building requests, and other administrative/planning requests as needed.) Ability to come in as early as 7:30 a.m. or stay as late as 6:00 p.m. when necessary.
Principal Responsibilities:
Supervise the receptionist and reception area
Oversee and provide guidance and direction to local admin staff
Work closely with the facilities team and assist with office renovations, build-outs, moves, decommissioning, and communication
Liaison with building management on facilities requests and building communication
Manage operations credit card and submit weekly expenses
Work closely with Regional Office Leader on event planning: Lead/Participate in office Colleague Connection Committee (CCC) and organize office events; i.e. holiday parties, summer events, and other gatherings
Maintain Budget for Office Related Purchases
Organize quarterly staff meetings; secure meeting room, coordinate setup and teardown
Handle new employee onboarding process
Order business cards, key cards, set up FedEx login, etc.
Perform admin handbook training for new hires
Facilitate employee headshot photos
Assist Human Resources with various training in Chicago as well as dinners and group events
Assist with firm and office-wide initiatives
Supervise records management process (manage records to/from off-site storage)
Manage local office information on SharePoint
Assist with HubSpot (data management)
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, order and set out weekly – Maintain snack budget
Work with vendors on new pricing and opportunities
Process FedEx requests when needed
Keep inventory of FedEx supplies needed, order and put away
Maintain organization/cleanliness of entire office space
Perform weekly walkthroughs to keep the office clean and organized
Stock designated printer with paper and act as a backup
Order RICOH copier toner and keep stocked
Coordinate messenger delivery as needed
Arrange First Aid/CPR/AED training
Keep inventory of tabs/binding supplies needed for report production, order and put away
Answer door for deliveries and distribute packages
Manage GBC equipment maintenance requests
Phone coverage backup for reception as needed
Complete report production as needed
Act as backup for other departments and offices
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
Intermediate proficiency in Microsoft Office Suite (Word, Excel, Outlook)
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 a multi-line phone system
Ability to lift up to 50 lbs.
Education and/or Training:
4-year degree in a related field preferred (business, communication, marketing)
Minimum 4 years relevant experience necessary (project management/office management)
Experience working within a professional services firm a plus
Must be qualified to work in the U.S. without employer sponsorship
#LI-CM2
For individuals assigned to work in California, Colorado, New York City, or Washington, Stout is required by law to include a reasonable estimate of the compensation range for this role. The range for this role considers several factors including but not limited to prior work and industry experience, education level, and unique skills. The disclosed range estimate has not been adjusted for any applicable geographic differential associated with the location at which the position may be filled. It is not typical for an individual to be hired at or near the top of the range for their role and compensation decisions are dependent on the facts and circumstances of each case.
A reasonable estimate of the current range is $68,000 - $72,000 Annually. This role is also anticipated to be eligible to participate in an annual bonus plan. Information about benefits can be found here - https://www.stout.com/en/careers/benefits.
Why Stout?
Our goal is to provide a comprehensive Total Rewards program that includes competitive compensation, benefits & wellness programs that allows employees to choose what’s most important to them at any life stage. At Stout, we are committed to the personal and professional development of our employees while fostering a diverse and inclusive environment.
Stout Culture: We honor the fundamental value and dignity of all individuals. We are committed to representing and including the unique experiences, perspectives, and backgrounds of our people, partners, and the communities we serve. Our core values embrace a culture of inclusion and the equitable treatment of all team members, starting with Stout’s leadership and spreading across the organization. We strive to recruit, develop, and retain individuals with an array of talents, ideas, and experiences that propel the entrepreneurial spirit and exceptionalism that drive our success. To learn more about our commitment to diversity, equity, and inclusion, click here.
Professional Development: To foster employee development we offer ongoing training and learning opportunities, employee resources groups, mentorship programming, and professional designation reimbursement. We believe in timely and proactive performance excellence, ongoing 360 feedback, clear performance expectations at each level, and quarterly check-ins with your manager ensure you are supported and growing your career.
Stout Benefits : Stout offers a variety of benefits to meet the ever-changing needs of our employees throughout their career at Stout. View our Benefits page to see what this can look like for you.
Flexible Work Schedules: Work-life balance is important to us and we want our employees to have balanced lives, which is why we have a discretionary time off policy for all salaried exempt employees. This gives you the ability to take time off as appropriate.
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 / Affirmative Action employer. All qualified applicants will receive consideration for employment on the basis of valid job requirements, qualifications and merit without regard to race, color, creed, religion, sex (including pregnancy), sexual orientation, gender identity, national origin, physical or mental disability, age, protected genetic information, protected veteran status or any other characteristic protected by applicable local, state or federal law. Stout values a diverse workforce and strongly encourages women, people of color, members of the LGBTQ+ communities, veterans, people with disabilities and members of other underrepresented communities to apply.
Interested in joining a rapidly growing group of bright, ambitious professionals in a work environment that values culture, diversity, and personal growth? Stout might just be the right place for you.