Janover, a full-service accounting firm dedicated to being innovative, accessible, efficient,and technologically sophisticated, is seeking an energetic and self-motivated Administrative Assistant to support our Partner and Principals to help them meet their business goals and objectives. This individual will provide support to Janover clients as well as general calendar, travel, and expense management support. Candidates must possess high professional integrity to handle confidential matters.
This position requires a hybrid schedule with a requirement to be in the Garden City or New York City office at least 3 days per week. The required days in-office are subject to change with advanced notice and required business needs.
Responsibilities Include:
- Provide administrative support to the assigned Partners and Principals
- Schedule meetings and manage calendars
- Schedule and track client work
- Format financial statements and documents in Word using tables and sections breaks
- Complete forms for new client setups, client contact name changes, etc.
- Coordinate executive communications, including taking calls, responding to e-mails and interfacing with team members including senior management as well as clients.
- Schedule meetings and appointments, manage travel itineraries, and submit expense reports for multiple team members.
- Work independently and follow tasks through to completion and meet commitments, proactively seeking guidance as necessary.
- Act as gatekeeper to help prioritize outcomes and eliminate distractions.
- Create and edit MS Office documents including Word, PowerPoint, and Excel
- Establish effective working relationships with colleagues and external contacts.
- Assist with research on special projects as assigned.
- Uphold a strict level of confidentiality.
- Other duties as assigned.
- Scan – email – Safe Send Returns – Tax Return and e-file forms to clients with detailed instructions
- Collect signed e-file forms and scan
- Obtain signed e-file forms / tax payment checks from clients
- Follow up with clients until signed e-file forms are received back
- Phone calls and/or emails to clients to alert/remind estimate payments due
- Certified labels and mailing
- Scan copies of checks to document repository
- Prepare progress bills
- Generate /edit invoices / post invoices
- Research library
- Format letters to send to clients and obtain signatures
- Research requested on clients or matters
- Arrange drop-off and pick-ups of docs
- Various correspondence – IRS and NYS response letters – verification letters
Qualifications, Skills and Experience:
- Minimum of 3 years of experience in an Administrative Assistant role
- Professional or Financial services experience preferred.
- Advanced proficiency in Microsoft Outlook and Word, proficient in Excel and PowerPoint, with an ability to become familiar with firm-specific programs and software.
- Strong organizational skills with the ability to manage multiple priorities while maintaining exceptional attention to detail and accuracy.
- Maintain a positive attitude, warm disposition, and enthusiasm to take on assignments.
- Proactive about asking questions, offering solutions, and enhancing processes and workflows.
- Illustrates tact, discretion, and good judgment in handling sensitive and confidential information.
- Superior written and oral communication skills
About Us:
For more than 80 years, Janover LLC has earned the reputation as trusted advisors to their domestic and international clients. A full-service accounting, tax and advisory firm, Janover's primary focus has been meeting and exceeding their clients' expectations. Founded in 1938, Janover LLC has grown to be a Top 200 firm and is ranked as one of the top Mid-Atlantic accounting firms by Accounting Today. Janover LLC has industry and specialty practice teams who deliver specialized services, including data analytic services, to clients in Real Estate, Construction, Manufacturing, Wholesale & Distribution, Retail, Professional Services, Entertainment and Financial Services.
Janover LLC provides related professional services through two affiliates: JRF Asset Advisors LLC, which provides financial planning and investment management services to corporate and individual entities; and, JRS Financial Services LLC, which provides contracted financial management services to emerging firms and financial service organizations.