Administrative Assistant

Porte Brown LLC; Woodridge (IL); On-site; USD 24,796 - 31,684; Full time

Job summary

Porte Brown LLC is seeking an administrative professional to support partners, managers, and accounting staff in our Woodridge, IL office. You will prepare and format client documents, manage calendars, and coordinate client communications to maintain strong relationships.

The role requires 3–5 years of admin experience in professional services, strong written and verbal communication, and a high level of accuracy and confidentiality.

Qualifications

• Associate degree or equivalent experience preferred.
• 3-5 years of administrative experience, preferably in a CPA firm, accounting firm, legal office, or other professional services environment.
• Excellent written and verbal communication skills.
• Strong organizational and time management abilities.
• High level of accuracy and attention to detail.
• Ability to maintain confidentiality and exercise sound judgment.
• Strong customer service skills.
• Ability to prioritize multiple deadlines in a fast-paced environment.

Responsibilities

• Provide administrative support to partners, managers, and accounting staff.
• Prepare, edit, proofread, and format correspondence, reports, financial statements, and other client documents.
• Schedule meetings, manage calendars, and coordinate appointments.
• Answer and direct incoming phone calls and greet clients professionally.
• Coordinate client communications and maintain positive client relationships.
• Maintain electronic and physical filing systems in accordance with firm policies.
• Assist with engagement setup, document organization, and workflow tracking.
• Process incoming and outgoing mail, courier deliveries, and electronic document transmissions.
• Assist with tax return assembly, financial statement preparation, and client deliverables.
• Handle sensitive client and firm information with the highest degree of confidentiality.
• Monitor office supplies and coordinate vendor orders.
• Maintain confidential client records and comply with firm security and privacy procedures.
• Provide backup administrative support for other team members as needed.
• Perform other administrative duties assigned by management.

Skills

Administrative support

Communication skills

Organizational skills

Time management

Education

Associate degree

Tools

Microsoft Office Suite

Adobe Acrobat

Document management software

Microsoft Teams

Job description

• Provide administrative support to partners, managers, and accounting staff.
• Prepare, edit, proofread, and format correspondence, reports, financial statements, and other client documents.
• Schedule meetings, manage calendars, and coordinate appointments.
• Answer and direct incoming phone calls and greet clients professionally.
• Coordinate client communications and maintain positive client relationships.
• Maintain electronic and physical filing systems in accordance with firm policies.
• Assist with engagement setup, document organization, and workflow tracking.
• Process incoming and outgoing mail, courier deliveries, and electronic document transmissions.
• Assist with tax return assembly, financial statement preparation, and client deliverables.
• Handle sensitive client and firm information with the highest degree of confidentiality.
• Monitor office supplies and coordinate vendor orders.
• Maintain confidential client records and comply with firm security and privacy procedures.
• Provide backup administrative support for other team members as needed.
• Perform other administrative duties assigned by management.

Description

• Provide administrative support to partners, managers, and accounting staff.
• Prepare, edit, proofread, and format correspondence, reports, financial statements, and other client documents.
• Schedule meetings, manage calendars, and coordinate appointments.
• Answer and direct incoming phone calls and greet clients professionally.
• Coordinate client communications and maintain positive client relationships.
• Maintain electronic and physical filing systems in accordance with firm policies.
• Assist with engagement setup, document organization, and workflow tracking.
• Process incoming and outgoing mail, courier deliveries, and electronic document transmissions.
• Assist with tax return assembly, financial statement preparation, and client deliverables.
• Handle sensitive client and firm information with the highest degree of confidentiality.
• Monitor office supplies and coordinate vendor orders.
• Maintain confidential client records and comply with firm security and privacy procedures.
• Provide backup administrative support for other team members as needed.
• Perform other administrative duties assigned by management.

Requirements

• Associate degree or equivalent experience preferred.
• 3-5 years of administrative experience, preferably in a CPA firm, accounting firm, legal office, or other professional services environment.
• Excellent written and verbal communication skills.
• Strong organizational and time management abilities.
• High level of accuracy and attention to detail.
• Ability to maintain confidentiality and exercise sound judgment.
• Strong customer service skills.
• Ability to prioritize multiple deadlines in a fast-paced environment.

Technical Skills

• Advanced proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint)
• Adobe Acrobat
• Document management software
• Electronic filing systems
• Microsoft Teams or similar collaboration platforms
• Familiarity with tax and accounting software is a plus (e.g., CCH, Thomson Reuters, or Drake Software)

Core Competencies

• Organization and planning
• Professional communication
• Client service orientation
• Problem-solving
• Team collaboration
• Adaptability
• Dependability
• Confidentiality and ethics
• Initiative
• Attention to detail

Physical Requirements

• Prolonged periods of sitting and computer use.
• Ability to lift and carry up to 25 pounds occasionally.
• Ability to move throughout the office to assist staff and clients.

Salary Description

$18.00 - $23.00