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Executive Assistant
Prudential Securities
United States, CA, United States
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Description
Prudential’s Human Resources is seeking a highly engaged, self-motivated Executive Assistant who will report to the VP of HR for the Individual Solutions Group (“ISG”). The ISG is comprised of Prudential Annuities, Individual Life Insurance and Prudential Advisors with a focus on individual customer-oriented solutions products and services.
The successful candidate requires the ability to anticipate needs with a consistent focus on priorities within the ISG and HR group. Candidates must be able to coordinate administrative projects and have a proven track record in supporting senior-level management in a fast-paced environment. Success in this role requires strong attention to detail, exercising superior judgment, time-management skills, collaborative relationships across the organization and the ability to deal with highly confidential information in a sensitive and appropriate manner.
The position is based in Newark, New Jersey and is a full-time, permanent position.
The successful candidate will:
• Work closely with principal to proactively manage high-level priorities
• Act as liaison for principal, including regularly relaying information to members of team and others
• Heavy calendar management, including setting-up of meetings, conference calls, etc. and ensure the proper preparation of all meeting materials, agendas, and any related meeting logistics
• Manage special projects, internal presentations, and team events
• Ability to make decisions and recommendations
• Identify needs and typically is responsible for managing projects, i.e., budget management
• Regularly and independently research and or respond to a portion of the principal’s email and telephone inquiries
• Communicate sensitive information to senior management and external sources
• Perform other administrative duties and initiatives as assigned
• Coordinate travel arrangements
• Prepare general and travel expense vouchers
• Process vendor invoices
• Work together - as a team and as a leader - with the existing executive administrative support for the ISG HR group and provide back-up support and coverage within the department as needed
Qualifications
The successful candidate will have at least five years of HR and executive assistant experience supporting senior level executives.
Other qualifications include:
• Proficiency in Microsoft Suite: PowerPoint, Excel and Word and willingness to learn systems as needed
• Knowledge of systems, including PeopleSoft, Cognos, Jobs database, Procurement, Comp, ETM, ISAMS, MyTime, TRIRGA, CWT, Taleo, Manager Zone, etc.
• Resourcefulness and the ability to negotiate schedules and conflicts with other assistants and partners
• Excellent organization, meeting planning, and project management skills with the ability to effectively juggle multiple high-level priorities
• Excellent written and oral communication skills
• Forward thinking, actively seeking opportunities for improvement and proposing solutions
• Self-motivated; demonstrates initiative and anticipates issues, provides realistic solutions, employs sound judgment and makes timely decisions
• A positive attitude, strong interpersonal skills, initiative, flexibility, dependability, and a high level of motivation with the ability to collaborate are essential
• Is proactive and goes the extra mile while juggling multiple priorities with quality result
• A high degree of integrity, professionalism, and responsibility
• Ability to work independently and manage his/her workload (and the work of others) under deadlines
• Discretion required in handling highly sensitive and confidential information
• Ease in working in a fast-paced environment and adapting to changing priorities
• Excellent partnering skills are required - must be a team player
• Able to work independently with minimal supervision, work under tight time constraints, and be able to prioritize his/her work
• Demonstrated ability to develop and manage relationships with internal and external partners.
• Ability to network within the company
• Flexibility to work overtime as needed