Jacobs Levy, located in Florham Park, NJ, is seeking an Administrative Assistant to provide support for the finance, compliance, and legal team. The Administrative Assistant will assist team members and handle various tasks across the finance, compliance, and legal functions and will gain exposure to a variety of business activities. As part of the team, the successful candidate must be able to take direction and also work independently, be proficient in Microsoft Excel, and use excellent organizational skills to accomplish tasks.
Responsibilities
Assist with administering and monitoring the firm's finance and compliance policies and procedures related to its corporate and business activities
Assist CFO and Controller in maintaining corporate books and records in QuickBooks
Manage the process of reviewing and paying invoices on behalf of the firm
Reconcile corporate credit cards with supporting invoices/receipts
Assist with corporate finance activities and various annual corporate registration and tax filings (such as use tax filings)
Assist with document requests related to the annual corporate audit and annual SOC 1 internal control examination
Maintain list of department deliverables to clients and service providers and log and track items to ensure timely delivery
Assist with preparing and reviewing finance and compliance reports for clients, including monthly and quarterly certifications and questionnaires
Assist with preparation of quarterly client invoices and log invoices into QuickBooks
Update internal account performance reporting system and export the data for use by other departments
Assist with annual and quarterly broker reviews and annual vendor reviews
Provide rotational back-up phone support to the main receptionist by answering and routing firm phone calls
Assist in ad hoc requests, special projects, and administrative tasks
Qualifications
2-5 years' experience in administrative and/or operational support at a financial firm or with a finance department
Bachelor's degree preferred
Strong reconciliation skills and the ability to identify and correct accordingly
Understanding of finance and compliance principles a plus
Proficient in MS Office, including Excel
Excellent verbal and written communication skills
Strong organizational skills with the ability to both take direction and to work independently
Willingness to pitch in and help with tasks as needed
Ability to handle confidential information with discretion