Administrative Specialist

RubinBrown Career•Chicago, IL

6d•Onsite

About The Position

RubinBrown LLP is 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.

Requirements

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.

Nice To Haves

Associate’s or Bachelor’s degree.

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.