Administrative Assistant

Gilbert, Metzger, & Madigan, LLP is a full-service CPA firm located in Charleston, Illinois, the home of Eastern Illinois University. We take pride in serving as our clients most trusted advisor. We employ a team approach and have built strong relationships with local attorneys and financial advisors to better serve our clients and our community. We are seeking a highly organized and personable Administrative Assistant to join our growing CPA firm. This role is ideal for a proactive professional with strong customer service skills, a dynamic personality, and exceptional attention to detail. The right candidate will play a key role in ensuring the smooth day-to-day operations of our office while providing outstanding support to both clients and staff.

Key Responsibilities:

• Serve as the first point of contact for clients, delivering a professional and welcoming experience in person, by phone, and via email
• Manage front office operations, including scheduling appointments, coordinating meetings, monitoring deadlines, and maintaining office supplies
• Assist with client onboarding, document collection, and maintaining accurate records
• Support accountants and leadership with administrative tasks, including data entry, filing, and report preparation
• Handle incoming and outgoing correspondence, including mail and electronic communications
• Maintain organized filing systems (both physical and digital) with a high level of accuracy
• Assist with billing, invoicing, and basic bookkeeping tasks as needed
• Ensure confidentiality and security of sensitive financial and client information
• Identify opportunities to improve office processes and efficiency

Qualifications:

• 2 years of experience in an administrative or office management role (experience in a professional services firm preferred)
• Exceptional customer service and interpersonal skills
• Strong organizational skills with keen attention to detail
• Ability to multitask and prioritize in a fast-paced environment
• Proficiency in Microsoft Office Suite (Word, Excel) as well as Adobe and Gmail; experience with accounting software and light bookkeeping is a plus
• Excellent written and verbal communication skills
• Professional demeanor with a positive, can-do attitude

Key Traits:

• Dynamic and engaging personality
• Reliable and self-motivated
• Problem-solver with a proactive mindset
• High level of integrity and discretion

What We Offer:

• Competitive pay based on experience
• Supportive and collaborative work environment
• Opportunities for growth and professional development
• Employee benefit package (health insurance, retirement, PTO)

Cover Letter, Resume, and References appreciated.

Job Type: Full-time

Pay: $22.00 - $25.00 per hour

Benefits:

• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Retirement plan

Work Location: In person

Salary : $22 - $25