Administrative Assistant

Porte Brown•Woodridge, IL

25d•Onsite

About The Position

Provide administrative support to partners, managers, and accounting staff. This role involves preparing, editing, proofreading, and formatting various client documents, including correspondence, reports, and financial statements. The Administrative Assistant will also be responsible for scheduling meetings, managing calendars, and coordinating appointments. Key duties include answering and directing phone calls, greeting clients professionally, and coordinating client communications to maintain positive relationships. The position requires maintaining electronic and physical filing systems, assisting with engagement setup, document organization, and workflow tracking. Processing mail, courier deliveries, and electronic document transmissions is also a core responsibility. The role supports tax return assembly, financial statement preparation, and client deliverables, requiring the utmost confidentiality for sensitive client and firm information. Additionally, the Administrative Assistant will monitor office supplies, coordinate vendor orders, maintain confidential client records, and comply with firm security and privacy procedures. Backup administrative support for other team members and other administrative duties assigned by management are also part of the role.

Requirements

Associate degree or equivalent experience preferred.
3–5 years of administrative experience, preferably in a CPA firm, accounting firm, legal office, or other professional services environment.
Excellent written and verbal communication skills.
Strong organizational and time management abilities.
High level of accuracy and attention to detail.
Ability to maintain confidentiality and exercise sound judgment.
Strong customer service skills.
Ability to prioritize multiple deadlines in a fast-paced environment.
Advanced proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
Proficiency in Adobe Acrobat.
Experience with document management software.
Experience with electronic filing systems.
Experience with Microsoft Teams or similar collaboration platforms.

Nice To Haves

Familiarity with tax and accounting software is a plus (e.g., CCH, Thomson Reuters, or Drake Software).

Responsibilities

Provide administrative support to partners, managers, and accounting staff.
Prepare, edit, proofread, and format correspondence, reports, financial statements, and other client documents.
Schedule meetings, manage calendars, and coordinate appointments.
Answer and direct incoming phone calls and greet clients professionally.
Coordinate client communications and maintain positive client relationships.
Maintain electronic and physical filing systems in accordance with firm policies.
Assist with engagement setup, document organization, and workflow tracking.
Process incoming and outgoing mail, courier deliveries, and electronic document transmissions.
Assist with tax return assembly, financial statement preparation, and client deliverables.
Handle sensitive client and firm information with the highest degree of confidentiality.
Monitor office supplies and coordinate vendor orders.
Maintain confidential client records and comply with firm security and privacy procedures.
Provide backup administrative support for other team members as needed.
Perform other administrative duties assigned by management.