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Administrative Assistant

Job Details

ORBA - Chicago, IL



ORBA is looking for a self motivated, detail oriented Administrative Assistant to support multiple directors/ managers 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.


  • Works a hybrid schedule and comes into the office at least 2-3 times a week
  • Manages multiple Directors/ Managers simultaneously and can multi-task and prioritize requests
  • Prepares high volume monthly billing invoices and account statements for each assigned Director/ Manager
  • Prepares responses to client notices received from the IRS and other government body agencies
  • Interacts and communicates with Directors’/ Managers’ clients
  • Meet deadlines to match client expectations for timely delivery of service
  • Ensures client data is collected in a timely manner to comply with filing requirements
  • Edits and completes agreements according to Director’s/ Manager’s notes and preferences
  • Handles regular correspondence with clients as delegated by Directors/ Managers
  • Transcribes verbal and handwritten notes into documents
  • Composes memos and letters
  • Works with Directors/ Managers to get their time and expenses entered in a timely manner
  • Receives, processes and routes incoming mail to Directors/ Managers
  • Schedules and keeps calendar appointments in Microsoft Outlook for Directors/ Managers
  • Schedules meetings, arranges travel arrangements and other request from Directors/ Managers
  • Maintains files of correspondence and other records
  • Performs simple bookkeeping and journal entries using QuickBooks
  • Serves as backup to receptionist at regularly scheduled intervals
  • Covers the front desk, answers the phone, routes calls to the appropriate individuals and greets visitors
  • Performs other duties as assigned



  • Minimum of 3+ 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.
  • 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.