Administrative Assistant

Job Title: Administrative Assistant

Location: Beachwood, OH Reports to: Chief of Staff Supports: KERA & JAFA LLC

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Position Overview

Kimball E. Rubin & Associates (KERA) is a leading boutique Certified Public Accounting firm based in Cleveland, renowned for delivering personalized and expert financial services.

JAFA Properties is a locally owned, family-operated real estate enterprise that has been actively engaged in the Cleveland, Ohio market for over 40 years.

The Administrative Assistant provides critical support for the day-to-day operations of KERA and JAFA LLC. This role involves administrative, clerical, and operational responsibilities, with a strong emphasis on organization, communication, and discretion. The ideal candidate will work closely with leadership and internal staff, helping ensure an efficient and professional office environment.

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Key Responsibilities

Reception & Front Office

· Greet visitors and clients and manage lobby reception

· Answer and route incoming calls professionally

· Monitor and respond to voicemails and general office email accounts

· Maintain a clean and orderly reception and kitchen area

Administrative Support

· Manage calendars, schedule meetings, and prepare meeting materials

· Draft letters, memos, and emails on behalf of executives and management

· Maintain and organize physical and digital filing systems

· Perform data entry and updates to contact lists and internal directories

· Prepare mailings, print materials, and meeting packets

Office & Supply Coordination

· Order and restock office and kitchen supplies

· Maintain equipment (copiers, printers) and coordinate service calls when necessary

· Handle incoming and outgoing mail and deliveries

Facilities & Operations

· Liaise with building management for repairs and facility issues

· Support onboarding setup for new employees (e.g., desk supplies, badges)

· Coordinate shredding and document retention schedules

Document & Project Support

· Assist in scanning, organizing, and filing confidential records

· Support preparation of binders and reports for internal/external meetings

· Help track due dates and reminders for operational and client-related tasks

Support for KERA & JAFA LLC

· Provide administrative support specific to legal, tax, or compliance documentation

· Assist with client file organization and internal coordination between the two entities

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Qualifications

· 2+ years of experience in an administrative, front office, or executive support role

· Strong written and verbal communication skills

· Excellent organizational skills and attention to detail

· Proficient in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint)

· Professional, courteous, and discreet when handling confidential matters

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Preferred Experience

· Prior experience in accounting, tax, real estate, legal, financial, or professional services firms

· Familiarity with office phone systems, scanners, and basic troubleshooting

· Working knowledge of Adobe Acrobat and cloud storage platforms

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Schedule & Work Environment

· This is an on-site role, Monday through Friday 8.30am to 5.30pm

· Office located at 23875 Commerce Park, Suite 101, Beachwood, OH 44122

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Compensation & Benefits

· Competitive hourly wage or salary, commensurate with experience

· Benefits may include health insurance, paid time off, and retirement plan (if applicable)