Executive Assistant Job Listing at Prudential in Newark, NJ

Insurance, Finance

The International section of the Law Department located in Newark, New Jersey has a vacancy for an Executive Assistant. The position will support i) the Chief Legal Officer of International Law whose role includes management and oversight of legal support for the International Insurance and Investment Division, as well as has responsibility for strategic and operational initiatives for the Department, and ii) the Chief Legal Officer for International Insurance and a Vice President, Corporate Counsel, that are responsible for corporate and in-country International Insurance legal matters.
The primary duties of this assistant will include, but not be limited to, the following:
Proactively support the principals by managing their calendars, work closely with international operation associates to schedule meetings and meeting logistics (e.g., conference rooms, conference calls, preparing meeting materials, etc.), maintain Department's document retention practices and filing system, and coordinate complex international travel arrangements;
Assist principals with collecting or disseminating information or reports, and following up with international counsels or contacts on time sensitive matters;
Typing and proofreading legal documents, letters, memoranda, activity reports, etc., and preparing Microsoft Excel spreadsheets and PowerPoint presentations as requested;
Assisting in coordinating law firm contact information (domestic and international), and updating the approved law firm database as needed;
Assisting Newark based associates and international attendees with the planning and logistics related to regional and Department-wide conferences/events;
Handling the updating of the section's intranet page;
Preparing general domestic and complex international travel expense vouchers (including currency conversions), processing law firm accruals and invoices (international and domestic), and procuring office supplies and acting as liaison to vendors, including law firms and legal billing accounts;
Entering principals' time keeping on a monthly basis in the PLS system;
Performing such other administrative services as may be deemed necessary or appropriate.

The successful candidate will have at least eight years or more of secretarial/administrative professional experience, preferably including experience as an executive or legal assistant and extensive experience in word processing, redlining, and proofreading legal documents. Prior experience working in a corporate law department or with a law firm is desirable.

The candidate should possess excellent and proven interpersonal skills, initiative, dependability, and a high level of motivation. The selected candidate must be able to represent the International Law department in a professional and courteous manner, and be able to establish a professional relationship with the international executives and law teams.

Excellent organizational skills, strong proofreading capabilities and the ability to prioritize effectively are a must. The successful candidate should also possess excellent written and oral communication skills. Superior proficiency at word-processing and other administrative skills, preferably Microsoft Word, Excel, Lotus Notes, Access and PowerPoint or an equivalent are essential. The successful candidate should be able to work independently with little supervision, work under tight time constraints, and be able to prioritize his/her own work. Prudential is an Equal Opportunity/Affirmative Action Employer and is committed to diversity in its workforce.