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Executive Assistant
Prudential Securities
Newark, NJ, United States
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Description
Prudential is seeking an experienced executive assistant to support our Retirement Law division. This position reports to a VP of Retirement Law in our Newark, NJ location. The position will provide primary administrative support to the Newark-based Retirement Law team, and with other Retirement Law executive assistants, support the administration of Retirement Law.
The successful candidate will be highly organized, collaborative, and adept at handling multiple priorities. He/she will provide administrative support including but not limited to the following:
• Maintain certain management tracking/reporting, as well as supporting principals who are team leads with oversight of staff activities and accountabilities.
• Schedule meetings and handle logistics including reservations, conference call set-up, video conference set up and preparation of materials.
• Manage principals' calendars and email.
• Coordinate travel arrangements and prepare itineraries.
• Order office supplies from approved vendors.
• Prepare and submit general expense and travel vouchers.
• Assist principals in support of corporate governance processes including the creation and assembly of meeting materials, minutes and charters.
• Maintain electronic and hardcopy files in accordance with our records retention policy.
• Answer and screen telephone calls; respond to routine inquiries, direct and redirect internal and external inquiries as appropriate.
• Maintain timekeeping, legal matter records and prepare reports as needed.
• Prepare and revise documents in Word, PowerPoint, and spreadsheets in Excel.
• Assist in the coordination of departmental projects and participation in enterprise projects and initiatives.
• Provide back-up support and coverage within the department.
Qualifications
• Minimum 5 years of experience as an administrative assistant; experience as a legal assistant preferred but not required.
• Superior proficiency in Outlook and Microsoft Office applications (Word, Excel and PowerPoint). Experience working with Lotus Notes and Outlook Databases and iManage Worksite is a plus.
• Familiarity with organizing, indexing and storing documents in document management system.
• A high degree of integrity, professionalism, responsibility and collegiality.
• Proven ability to handle multiple priorities with quality results.
• Ease in working in a fast-paced environment and adapting to changing priorities.
• Able to support executives remotely, collaborating well with administrative staff in different locations.
• Strong attention to detail, excellent organizational and follow-up skills.
• Excellent communication and interpersonal skills.
• Demonstrated ability to operate in a team environment and work well with other administrative and professional staff.
• High level of independence, motivation and willingness to learn.
• Ability to work overtime when necessary.
As a member of Prudential Retirement Law, the candidate can expect to work in an environment that provides significant intellectual challenge and meaningful development opportunities. We are committed to delivering excellence in an atmosphere of engagement and collegiality.