Administrative Assistant

About Ryan & Juraska LLP

Ryan & Juraska LLP (“R&J”) is a public accounting firm providing audit, tax, and consulting services to the international securities and derivatives industries. Our clients include hedge funds and commodity pools, fund managers, proprietary trading firms, securities broker-dealers, futures commission merchants, individual traders and brokers, and exchanges.

We are seeking a professional, organized, and dependable Administrative Assistant to support the day-to-day operations of our Chicago office.

The ideal candidate is a proactive multi-tasker with strong communication and organizational skills, excellent attention to detail, and a positive, service-oriented attitude. This position interacts regularly with employees, clients, visitors, vendors, and firm leadership and plays an important role in maintaining an efficient and professional office environment.

Successful candidates should be comfortable managing multiple priorities and deadlines, handling confidential information, and responding to changing business needs. Strong written and verbal communication skills and proficiency with Microsoft Office are essential.

Key Responsibilities

Reception & Administrative Support

• Answer, screen, and route incoming telephone calls and respond to general inquiries.
• Welcome clients, visitors, vendors, and employees and provide a professional reception experience.
• Provide accurate and professional assistance in person, by phone, and by email.
• Prepare correspondence, documents, invoices, and other administrative materials as needed.
• Handle confidential and sensitive information with discretion.

Office Operations

• Manage office supply inventory, place orders, and coordinate deliveries.
• Monitor office equipment and coordinate maintenance or service when necessary.
• Maintain an organized, professional, and welcoming office environment.
• Organize and maintain electronic and physical files and records.
• Coordinate with vendors and building management as needed.
• Prepare and make bank deposits for the firm and clients.

Tax & Client Administrative Support

• Assemble, organize, and process completed tax returns and related documents prepared by the firm's tax professionals.
• Distribute completed tax returns and related documents to clients electronically or by mail.
• Track and follow up on client signatures, e-file authorization forms, and other required documentation.
• Assist with preparing and processing information returns, including Forms 1099 and related filings.
• Maintain organized electronic and physical client tax records.

Employee & Office Support

• Assist employees with general administrative and office-related requests.
• Help coordinate workplace technology and equipment needs with appropriate vendors or IT support.
• Assist with planning and coordinating corporate meetings, holiday events, client and employee gatherings, and other firm events.

Required Qualifications

• Prior experience in office administration, reception, administrative support, executive assistance, office coordination, or a similar role.
• Strong organizational and time-management skills with the ability to manage multiple priorities and meet deadlines.
• Excellent attention to detail and commitment to accuracy.
• Professional written and verbal communication skills.
• Ability to interact professionally with employees, clients, visitors, vendors, and firm leadership.
• Demonstrated discretion and sound judgment when handling confidential or sensitive information.
• Proactive, resourceful, dependable, and service-oriented approach to work.
• Proficiency with Microsoft Office, particularly Word, Excel, and Outlook.
• Comfortable using standard office equipment and learning new business systems and technology.
• Ability to work independently while also collaborating effectively with a team.

Preferred Qualifications

• Previous administrative experience in an accounting, financial services, legal, or other professional-services environment.
• Experience with Adobe Acrobat or similar document-management tools.
• Familiarity with tax documents, Forms 1099, or administrative processes within a public accounting firm is a plus but not required.
• Experience with Prosystem fx Tax or other similar tax products.

Work Environment

• This is a full-time in-person position located in our Chicago, Illinois office.
• Candidates should be comfortable working in a professional office environment and managing changing priorities, particularly during busy tax filing periods.

Ryan & Juraska LLP is looking for someone who takes pride in being organized, dependable, and helpful and who enjoys contributing to a professional, collaborative workplace.