Administrative Assistant

2 weeks ago

Florham Park, United States Jacobs Levy Equity Management Full time

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

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