Administrative Specialist

RubinBrown LLPis one of the nations 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 1000 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

• Associates or Bachelors 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.

Work Environment

• 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 .

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).

Administrative Specialist

Benefits Summary

Required Experience:

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