Administrative Assistant (52772)

Citrin Cooperman; Chicago (IL); On-site; USD 42,000 - 54,000; Full time

Job summary

Citrin Cooperman is seeking an Administrative Assistant to join the Firm Operations team in the Administrative Support department in Chicago. You will support office conditions, enable workflow, and assist the Office Manager and Regional Office Director in daily operations.

Responsibilities include managing front desk coverage, mail, meeting logistics, events, inventory, onboarding, and data updates in Dynamics and STAR Practice Management.

Qualifications

• 3+ years administrative experience, preferably in professional services.
• Proficient in Microsoft Office; strong Excel skills (tables, formulas, formatting).
• Strong organizational, verbal and written communication skills.
• Team player capable of multi-tasking with attention to detail.
• Ability to work overtime as needed; in-office requirement.

Responsibilities

• Manage front office operations including reception, phone coverage, and visitor experience.
• Maintain clean, welcoming general office conditions for guests and staff.
• Handle mail and courier logistics (US/international), outgoing mail.
• Coordinate meetings for Partners and staff, book hoteling, events, and conference rooms.
• Monitor office inventory and replenish as needed; manage admin mailboxes.
• Assist with client onboarding, data updates in Dynamics and STAR PME.
• Prepare, deliver, and file engagement letters and assist with tax workflows.
• Support ad-hoc projects as needed.

Skills

Administrative support

Microsoft Office

Excel

Organization

Communication

Team player

Attention to detail

Overtime readiness

Tools

Dynamics

STAR Practice Management

Job description

Citrin Cooperman offers a dynamic work environment, fostering professional growth and collaboration. We’re continuously seeking talented individuals who bring a problem-solving mindset, fresh perspectives, and sharp technical expertise. We know you have choices, so our team of collaborative, innovative professionals are ready to support your professional development. At Citrin Cooperman, we offer competitive compensation and benefits and most importantly, the flexibility to manage your personal and professional life to focus on what matters most to you!

We are seeking an Administrative Assistant to join our Firm Operations team within the Administrative Support department. They’re responsible for assisting in all aspects of office conditions, ensuring workflow, fostering the CC culture, and providing operational support for the Office Manager (OM) and Regional Office Director (OD).

Responsibilities Are, But Not Limited To

• Manage and maintain front office operations by providing reception desk coverage, managing incoming telephone calls, directing inquiries and ensuring a professional and welcoming experience for visitors.
• Maintain clean and welcoming general office conditions for guests and team members.
• Handle incoming mail by opening, scanning, and distributing, as well as preparing outgoing mail with familiarity of various delivery methods including but not limited to US mail, international mail, UPS, Fedex and certified mail.
• Assist the OM with arranging client or in-house meetings for Partners and staff, managing hoteling spaces, communicating event details, ordering office meals both in and out of busy season, coordinating office events, and setting up/breaking down conference rooms.
• Communicate common office inventory usage and replenishment to the OM.
• Monitor and manage pooled administration mailboxes.
• Assist with new client onboarding procedures.
• Assist in managing client data updates by maintaining Dynamics and STAR Practice Management databases.
• Assist in the preparation, delivery, and filing of engagement letters.
• Familiarity with tax department related processes and workflow inclusive of collating and delivery.
• Assist with ad-hoc projects (as needed).

Qualifications

The ideal candidate must:

• Have 3+ years of administrative experience (professional services environment preferred).
• Be tech-savvy with proficiency in Microsoft Office and expertise in Excel functions including but not limited to tables, formulas, and formatting.
• Possess strong organizational skills, including but not limited to verbal and written communication skills.
• Be a team player with the ability to multi-task and pay strong attention to detail.
• Have the capacity to work overtime (as needed).
• In-office requirement.