Administrative Assistant- Office Services

Diaz Anselmo & Assoc. PA; Naperville (IL); On-site; USD 38,000 - 52,000; Full time

Benefits offered by this job

PTO & holidays

Health insurance

Life insurance & short-term disability

401(k) with company match

Career growth opportunities

Job summary

Diaz Anselmo & Assoc. PA seeks a highly organized Administrative Assistant to join our Office Services team.

This role supports day-to-day operations across departments, provides front desk coverage, greets clients, manages visitor logs, handles filing, and assists with scanning, copying, and distribution of documents. The successful candidate will have a high school diploma, 1–3 years in administrative support, proficiency with Microsoft Office, strong organizational skills, and the ability to

Qualifications

• High school diploma or equivalent required; associate’s degree or higher preferred
• 1–3 years of experience in administrative support, office services, or reception
• Experience in legal or professional services environments is a plus
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook)
• Strong organizational skills with high attention to detail
• Ability to manage multiple tasks and meet tight deadlines
• Excellent communication skills with a professional demeanor
• Collaborative team player with the ability to work independently and maintain discretion

Responsibilities

• Deliver front desk coverage with a welcoming and professional approach
• Greet clients, visitors, and staff while managing visitor logs and check-in procedures
• Handle electronic filings across various county portals
• Sort and distribute incoming mail and correspondence
• Assist with scanning, copying, and document filing
• Distribute electronic filings and internal communications across departments
• Maintain cleanliness and inventory in kitchen and copier areas
• Support special projects and perform additional administrative duties as assigned

Skills

Organizational skills

Attention to detail

Communication skills

Multitasking

Professional demeanor

Education

High school diploma or equivalent

Associate’s degree or higher preferred

Tools

Microsoft Office Suite

Job description

We are seeking a highly organized, detail-focused Administrative Assistant to join our Office Services team. This position plays a key role in supporting day-to-day operations across departments while helping maintain a professional and efficient workplace. If you excel in a fast-paced environment and enjoy being a reliable source of office support, we encourage you to apply.

Key Responsibilities

• Deliver front desk coverage with a welcoming and professional approach
• Greet clients, visitors, and staff while managing visitor logs and check-in procedures
• Handle electronic filings across various county portals
• Sort and distribute incoming mail and correspondence
• Assist with scanning, copying, and document filing
• Distribute electronic filings and internal communications across departments
• Maintain cleanliness and inventory in kitchen and copier areas
• Support special projects and perform additional administrative duties as assigned

Qualifications

• High school diploma or equivalent required; associate’s degree or higher preferred
• 1–3 years of experience in administrative support, office services, or reception
• Experience in legal or professional services environments is a plus
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook)
• Strong organizational skills with high attention to detail
• Ability to manage multiple tasks and meet tight deadlines
• Excellent communication skills with a professional demeanor
• Collaborative team player with the ability to work independently and maintain discretion

Physical Requirements

• Ability to remain seated for extended periods and operate standard office equipment
• Manual dexterity for document handling and data entry tasks
• Visual and auditory ability to review materials and respond to communications
• Occasional lifting of up to 20 pounds
• Mobility to move throughout the office and access supplies
• Clear verbal communication for effective interaction with clients and team members

Benefits

• Paid Time Off: Vacation time plus 8 company holidays to promote work-life balance
• Health Coverage: Medical, dental, and vision insurance with employer contributions for you and your dependents
• Supplemental Insurance: Life insurance, short-term disability, and Employee Assistance Program
• Retirement Plan: 401(k) with company matching contributions
• Growth Opportunities: Professional development and career advancement support