Administrative AssistantBookkeeper

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

• Bachelors 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.
• 12 years of bookkeeping experience.
• 12 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 .

Equal Opportunity Employer Minorities/Women/Veterans/Disabled

Required Experience:

Junior IC