Administrative Specialist

RubinBrown LLP; Chicago (IL); On-site; USD 48,000 - 60,000; Full time

Job summary

RubinBrown LLP is seeking an Administrative Specialist to support Partners and teams across multiple offices in Illinois. This role emphasizes organization, proactive communication, and flexible priority management in a fast-paced professional environment.

You'll handle engagement letters with DocuSign, billing support, document preparation in Word/Excel/PowerPoint, and front desk coverage. The position involves occasional lifting and up to ~55 hours weekly, with opportunities to contribute

Qualifications

• Associate’s or Bachelor’s degree required.
• 2+ years of related administrative or professional support experience required.
• Strong proficiency in Microsoft Word, Excel, and PowerPoint required.

Responsibilities

• Manage the engagement letter process, including preparing, editing, sending, tracking, and finalizing letters through DocuSign.
• Provide administrative support, including billing assistance, database updates, scanning, filing, and document processing.
• Create and edit documents in Word, Excel, and PowerPoint using established templates.
• Send and receive documents through DocuSign and SafeSend and prepare communications and materials.
• Provide front desk, phone, and general office coverage as needed.
• Provide backup administrative support and assistance with special projects.
• Communicate proactively with internal clients to understand needs and priorities.

Skills

Microsoft Word

Microsoft Excel

PowerPoint

Organizational skills

Communication skills

Time management

Teamwork

Education

Associate degree

Bachelor's degree

Tools

DocuSign

SafeSend

Job description

RubinBrown LLPis one of the nation’s leading accounting and professional consulting firms with a commitment to building personal relationships and delivering totally satisfied clients. The RubinBrown name and reputation are synonymous with experience, integrity, and value. We have revenue of approximately $265 million with 1,000+ team members across locations in Chicago, Denver, Detroit, Kansas City, Las Vegas, Mumbai (India), Nashville, and St. Louis.

We are seeking an Administrative Specialist to support Partners and team members across multiple offices. This role is ideal for a detail-oriented, organized professional who communicates proactively, manages competing priorities effectively, and enjoys serving as a flexible resource in a fast-paced, collaborative environment.

Major Responsibilities

• Manage the engagement letter process, including preparing, editing, sending, tracking, and finalizing letters through DocuSign.
• Provide administrative support, including billing assistance, database updates, scanning, filing, and document processing.
• Create and edit documents in Microsoft Word, Excel, and PowerPoint using established templates.
• Send and receive documents through DocuSign and SafeSend and prepare department-specific communications, representation letters, confirmations, and other materials.
• Provide front desk, phone, and general office coverage as needed.
• Provide backup administrative support, workload coverage, and assistance with special projects.
• Communicate proactively with internal clients and key stakeholders to understand needs, clarify priorities, provide updates, and ensure timely support.
• Collaborate across multiple offices while managing changing priorities and business needs.

Preferred Experience / Background / Skills

• Associate’s or Bachelor’s degree.
• 2+ years of related administrative or professional support experience required.
• Strong proficiency in Microsoft Word, Excel, and PowerPoint required.
• Excellent organizational, problem-solving, and communication skills.
• Strong attention to detail, initiative, and follow-through.
• Ability to support multiple people, manage competing priorities, and meet deadlines.
• Self-motivated, professional, and resourceful, with the ability to work independently and as part of a team.
• Strong interpersonal skills and ability to work effectively with individuals at all levels.
• Standard business hours with extended hours as needed during peak periods, which may require approximately 55 hours per week.
• Minimal travel.
• Office-based computer work and movement throughout the workplace.
• Occasional lifting, carrying, pushing, or pulling of materials weighing up to 30-50 pounds, with or without reasonable accommodation.
• This position supports Partners and team members across multiple offices and may require adjusting priorities based on firm-wide business needs.

One Firm

To foster a highly respected, inclusive culture that helps foster and promote an environment that is diverse and equitable for all team members and the firm to achieve growth and deepened expertise. RubinBrown is an equal opportunity/affirmative action employer. All qualified applicants will receive consideration for employment without regard to sex, gender identity, sexual orientation, race, color, religion, national origin, disability, protected Veteran status, age, or any other characteristic protected by law. Accommodations are available on request for candidates taking part in all aspects of the selection process. To request accommodation, please contact your recruiter.

EEO Employer W/M/Vet/Disabled

RubinBrown is an independent member of Baker Tilly International, the 9th largest accounting and business advisory network in the world. For more information, visitwww.rubinbrown.com.

Colorado, Nevada, and Illinois Salary Statement

The salary range displayed is specifically for those potential applicants who will work or reside in the states of Colorado, Nevada or Illinois, if selected for the role. Any offered salary is determined based on internal equity, internal salary ranges, market data/ranges, applicant skills and prior relevant experience, degrees and certifications, if applicable (e.g. JD, MBA, CPA, CFE, CISA, CFP).

Equal Opportunity Employer
This employer is required to notify all applicants of their rights pursuant to federal employment laws.For further information, please review the Know Your Rights notice from the Department of Labor.