Strategic Administrative Specialist for Multi-Office Support

RubinBrown LLP; Chicago (IL); On-site; USD 38,000 - 60,000; Full time

Job summary

RubinBrown LLP is seeking an Administrative Specialist to support Partners and teams across multiple offices. This role rewards detail orientation, proactive communication, and the ability to manage competing priorities in a fast-paced, collaborative environment.

The Major duties include preparing and finalizing engagement letters with DocuSign, providing general administrative support, and creating documents in Word, Excel, and PowerPoint using templates.

Qualifications

• 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.

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.

Skills

MS Word

MS Excel

PowerPoint

Organizational skills

Communication

Attention to detail

Multitasking

Teamwork

Education

Associate’s or Bachelor’s degree

Job description

RubinBrown LLP is seeking an Administrative Specialist to support Partners and teams across multiple offices. This role rewards detail orientation, proactive communication, and the ability to manage competing priorities in a fast-paced, collaborative environment.

The Major duties include preparing and finalizing engagement letters with DocuSign, providing general administrative support, and creating documents in Word, Excel, and PowerPoint using templates.