Executive Assistant Job Listing at Prudential in madison, NJ

Insurance, Finance

Prudential's Law Department seeks a skilled and highly motivated individual for the role of Executive Assistant to support two real estate transaction attorneys.  The position is based in Madison, NJ.   
 
Responsibilities
A successful candidate for this position will provide administrative support including but not limited to the following:

• Extensive scheduling of meetings and handling meeting logistics, reservations, setting up conference calls, preparing meeting materials and other logistics scheduling meetings


• Manage principals' calendars and email


• Coordinate travel arrangements and preparing itineraries


• Prepare general expense and travel vouchers, and review the accuracy of submitted expense vouchers


• Maintain electronic and hardcopy files in accordance with our records retention policy


• Answer and screen telephone calls and responding to routine inquiries


• Screen, route and prioritize e-mails


• Maintain timekeeping, legal matter records and preparing reports in the Prudential Legal  System (Tymetrix) as needed


• Process legal invoices via Tymetrix or paper


• Process conflict waivers


• Prepare outside counsel engagement letters


• Prepare documents in Word, PowerPoint, and spreadsheets in Excel


• Assist in the coordination of departmental projects


• Provide back-up support and coverage within the department

Qualifications

• The successful candidate will have at least five years of executive assistant experience supporting senior level executives.
• A high degree of professionalism and strong work ethic coupled with a sense of responsibility and integrity required
• Excellent judgment and discretion in handling highly sensitive and confidential information is a must
• Proven ability to handle multiple priorities simultaneously, with quality results
• Demonstrated ability to make accurate and timely administrative judgments, while  remaining professional under pressure
• High level of proficiency with Microsoft Office (i.e., Word, Excel and PowerPoint) required
• Fast and accurate keyboarding skills
• Excellent organizational skills, attention to detail, strong proofreading capabilities, excellent written and oral communication skills
• Proficiency with Lotus Notes preferred
• Must be able to develop relationships with internal clients to enhance efficiency and effectiveness in the job.
• Demonstrate the ability to operate in a team environment, exhibiting the ability to work well with other administrative and professional staff.
• Work independently and manage his/her own workload (and the work of others) especially under tight time constraints.
• Possess a positive attitude, dependable, strong interpersonal skills and a high level of motivation. 
• Must be willing to learn all Law Department systems, new technology and responsibilities as the needs arise.
• Knowledge of the Tymetrix a plus
• Must be flexible to work overtime as needed.
• New Jersey Notary Public or willingness to become one
• Willing to grow within the position and direct one's own career and skills growth