Administrative Assistant/Bookkeeper

Ventura Solutions is a reputable end-to-end medical device and combination product consulting, staffing, and training firm, and we are seeking an energetic, full-time, on-site Administrative Assistant/Bookkeeper to join our team. This person must have very good communication, organization, and bookkeeping skills, and be experienced in handling a wide range of administrative and executive support tasks independently, with little or no supervision. The ideal candidate is detail-oriented and enjoys numbers, bookkeeping, and entering accurate data.

Responsibilities

• Support general bookkeeping tasks, including bank reconciliations and payroll processing.
• Support accounts payable and accounts receivable processes.
• Process and create expense reports.
• Provide calendar management and administrative support to leadership.
• Draft, proofread, and format correspondence, documents, and internal communications.
• Answer and route phone calls and help clients.
• Schedule and coordinate meetings and travel.
• Support day-to-day office operations, including managing office supplies and vendor relationships.
• Assist with onboarding new employees and coordinating related administrative tasks.
• Edit, combine, and format confidential PDF documents.
• Handle, upload/download/store confidential documents and ensure they remain secure.
• Maintain electronic records, ensuring information is organized and easily accessible, including legal documents, insurance policies, and contracts.
• Perform data input and verification.
• Create PowerPoint presentations.
• Create Excel spreadsheets.
• Support the creation and maintenance of standard operating procedures.
• Work with suppliers such as insurance companies.
• Support the Business Coordinator and other team members with additional administrative and bookkeeping tasks, as needed.

Qualifications

• Bachelor's degree required.
• 1+ year of customer service experience.
• 2+ years of excellent Microsoft Office skills (Word/PowerPoint/Excel/Outlook).
• 1+ year of Administrative Assistant experience.
• 1–2 years of bookkeeping experience.
• 1–2 years of experience with QuickBooks Online.
• Excellent computer skills, very comfortable working with cloud-based solutions such as shared drives.
• Good knowledge of bookkeeping best practices and methods.
• Excellent written and verbal communication skills/etiquette.
• Great organizational and planning skills.
• Highly motivated and mature.
• Ability to work well with all levels of management and staff.
• Experience handling confidential documents and ensuring they remain secure.
• Ability to follow instructions and direction with ease.
• Strong attention to detail.
• Positive attitude and willingness to adapt.
• Ability to manage multiple projects and deadlines.
• Experience using AI tools (e.g., Claude) to support administrative or workflow tasks, or strong comfort and eagerness to learn and integrate AI tools into daily workflows, is a plus.
• Experience in the staffing or consulting industries is a plus.
• Experience with Acrobat PDF Professional is a plus.

Location

• Lake Barrington, IL

Employment Type

• Full-Time

Benefits

• Medical and dental insurance
• Paid vacation time
• 401(k) after 90 days

About Ventura Solutions

Ventura Solutions is a reputable end-to-end medical device and combination product consulting, staffing, and training firm. With our deep industry expertise spanning medical devices and combination products, coupled with an outstanding talent pool, we stand out as the preferred option for a diverse array of projects. On the consulting side, we integrate seamlessly into your team and manage small to complex Statement of Work (SOW) projects. On the staffing side, we help source, screen, and on-board reputable employees to fill temporary, temp to permanent, and permanent job openings. We accelerate product development, keep products compliant, and help build great organizations. For more information, visit us at www.ventura-solutions.com.

Equal Opportunity Employer Minorities/Women/Veterans/Disabled