Administrative Office Assistant

Founded in 1952, RubinBrown LLP is one of the nation’s leading accounting and professional consulting firms. The RubinBrown name and reputation are synonymous with experience, integrity and value.

RubinBrown redefines the full-service experience by combining technical and industry expertise with a commitment to personal and high-level relationships.

https://www.rubinbrown.com/

The Administrative Office Assistant is a key participant in creating the RubinBrown experience for our clients and guests.  This position will serve as the initial contact for guests visiting our office.

Major Responsibilities

• Greet all guests to the firm (clients, vendors and visitors) as they arrive at the office
• Maintain office appearance and open/close office daily
  • Organize newspapers and magazines
  • Load and unload dishwasher daily
  • Keep conference rooms, front desk area, and reception kitchenette tidy and stocked
  • Notify office admin. manager of any cleaning needs or facility repairs (Ex. light bulb replacements, cabinet repair, etc.) to coordinate with the building
• Monitor use and availability of conference rooms
  • Reserve rooms when requested
  • Check equipment in conference rooms (phones, projectors, computers, etc.) daily and report to IT any damages
• Food ordering/setup/cleanup for various meetings & trainings
  • Scheduling food delivery prior to meeting, setting up for the meeting, and cleaning up afterwards
• Operate Switchboard
  • Answer and transfer incoming calls
• Process incoming and outgoing mail daily
• Track incoming packages for team members and outgoing packages for clients
• Assist the administrative team (office services, executive assistants, etc.) or any other team member with administrative tasks. Some examples may include:
  • Produce documents in Microsoft Word, Excel, and PowerPoint using designed templates
  • Assist with billing reports, invoices and statements
  • Support partners with expense reports
  • Assist set up and preparation for meetings, trainings, receptions and seminars
• All other duties as assigned

Preferred Experience/Background/Skills

• High school diploma
• Two to three years of office administrative experience required
• Superior interpersonal skills
• Must be able to handle multiple projects simultaneously in a fast paced environment
• Attention to detail and quality
• Ability to multi-task
• Proficiency in Microsoft Office programs (Word, Excel, PowerPoint required)
• Ability to effectively utilize technology and a commitment to learn in the technology environment
• Excellent verbal and written communication skills
• Strict adherence to professional ethics

Working Conditions

• The typical office hours are 7:30 a.m. to 5:00 p.m. Monday through Friday
• Ability to work extra hours Feb.-Apr.
• Travel for this position will be minimal
• Ability to sit for long periods of time
• Ability to move throughout office
• Ability to lift, carry, push, pull up to 10 pounds
• Ability to effectively communicate with clients, team members, etc.

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