Administrative Assistant

Administrative Assistant

CBIZ is seeking an exceptionally organized, proactive, and service-driven administrative assistant to play a vital role in supporting our Chicago office and local, regional, and national tax processing teams. This position is integral to the success of our operations, ensuring seamless day-to-day office functionality while delivering high-quality administrative and tax processing support. The ideal candidate will thrive in a fast-paced professional environment, demonstrate strong attention to detail, and contribute to outstanding client and team experiences through the accurate preparation of tax documents, coordination of special projects, and creation of a welcoming, efficient workplace for employees and visitors alike.

Essential functions and primary duties:

• Provide administrative support including but not limited to scheduling appointments, coordinating meetings, preparing expense reports, and assisting with special projects.
• Serve as a backup for front desk and reception duties, including greeting visitors, answering phone calls, and directing inquiries.
• Manage incoming and outgoing mail, packages, and document processing.
• Maintain electronic and physical filing and due date systems and assist with document management activities.
• Coordinate conference room reservations and assist with meeting and event setup.
• Provide tax operational support, including the processing of client tax returns, extensions, estimates in an accurate and timely manner.
• Prepare engagement letters and client communications utilizing national processes and software.
• Work collaboratively with other regional and national offices and team members.
• Support office operations initiatives and contribute to the overall efficiency and organization of the workplace.
• Collaborate with office leadership and team members to address administrative and operational needs.
• Perform additional responsibilities as assigned.

Preferred qualifications:

• 3+ years of applicable work experience
• Ability to prioritize work, multi-task and complete assignments independently
• Highly developed written communication skills, including report writing, presentations, email correspondence and verbal communication skills
• Proficient in Microsoft Office Suite
• Ability to work in a team environment as well as independently
• Strong problem solving skills
• Demonstrated ability to meet deadlines
• Excellent verbal and written communication skills
• Prior experience in the public accounting industry or a professional services environment preferred
• Working knowledge of CCH Axcess, Practice Engine, Concur, Docusign, GoFileRoom, a plus. Prior knowledge of tax accounting software (CCH) preferred
• Ability/flexibility to work outside of normal business hours and on weekends at deadlines

Minimum qualifications:

• High school diploma or GED required
• Bachelor's degree or two years of experience on a specialized subject matter
• Must maintain current required licenses and certifications relevant to field of expertise
• Demonstrates the ability to communicate verbally and in writing throughout all levels of organization, both internally and externally
• Effective customer service skills
• Proficient use of applicable technology
• Ability to work in team environment as well as independently
• Ability to analyze and prioritize multiple responsibilities