Multi-Office 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 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