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Administrative Assistant

Job Details

ORBA - Chicago, IL


ORBA is looking for a self motivated Administrative Assistant to support multiple directors throughout the firm. We are looking for someone who is able to multitask and provide a high level of support by performing a variety of administrative tasks.


  • Flexible summer hours and convenient downtown Chicago location
  • Dress for your day attire (jeans in the office and appropriate attire at clients)
  • Discounted gym membership
  • Mentoring and Leadership Development Programs
  • Fun firm sponsored social events
  • Generous paid time off and holiday time
  • 15% referral fee for bringing in new clients
  • Competitive compensation package and a broad range of insurance programs


  • Meets internal deadlines to match the client expectations for timely delivery of service
  • Handles regular correspondence with clients as delegated by Directors
  • Interaction and communication with Directors’ clients
  • Schedules appointments and keeps appointment calendars for multiple Directors using Microsoft Outlook
  • Prepares responses to client notices received from the IRS and other government body agencies
  • Arranges for meetings and conferences
  • Transcribes handwritten notes into documents
  • Receives, reads and routes incoming mail to Director
  • Composes routine correspondence
  • Edits and completes agreements according to Director’s notes and preferences
  • Maintains files of correspondence and other records
  • Maintains control files of matters in progress
  • Enters Director’s time and expenses into appropriate system
  • Prepares monthly billing invoices and account statements for each assigned Director
  • Answers telephone and answers routine questions or routes calls to appropriate staff members
  • Serves as backup to receptionist at regularly scheduled intervals
  • Performs simple bookkeeping and journal entries using QuickBooks
  • Ensures client data is collected in a timely manner to comply with filing requirements
  • Performs other duties as assigned



  • Minimum of 5 years of experience as an administrative assistant/office manager.
  • CPA or law firm experience strongly preferred.


  • Ability to perform several tasks concurrently with ease and professionalism.
  • Proficiency with Windows OS and Microsoft Office applications. (Excel, Word, PowerPoint and Outlook)
  • Ability to work in a deadline driven environment.
  • Proficiency in Google Docs
  • Ability to perform clerical duties with speed and accuracy without immediate and constant supervision.
  • Good personal and people skills.
  • Ability to demonstrate sound judgment and analyze problems logically and comprehensively.
  • Ability to work effectively in a team environment as well as independently.
  • Ability to handle sensitive/confidential matters in a tactful and discreet manner.
  • Ability to interface with a variety of management levels.