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Executive Assistant

Prudential


Location:
Chicago, IL
Date:
11/21/2017
2017-11-212017-12-20
Job Code:
437578
Prudential
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Job Details

Position Title: Executive Assistant
Job Code: 437578
Job Location: Illinois-Chicago
Description:

The Prudential Law Department seeks a highly skilled and motivated individual for the position of Executive Assistant to provide primary support to the Chief Legal Officer ("principal") supporting the Private Placement Section of the Law Department. This position is based in Chicago, Illinois and is a full-time, permanent position.

 

Job Description:

  • Type and proofread memoranda, letters, term sheets, legal documents and charts/tables/graphs.
  • Compose notes, letters and miscellaneous correspondence.
  • Sort incoming mail. Prioritize and separate by level of importance, i.e., action necessary, review only, signature required, etc.
  • Manage central filing system, including the filing of closing documentation and modification and authorization memos.
  • Manage principal’s electronic mail and calendaring as directed. Respond to Email regarding availability, check with principal before accepting.
  • Coordinate and schedule meetings and conference calls, including preparation of agendas, attendee lists and circulation of call-in numbers.
  • Answer and screen telephone calls. Proactively assist callers should principal be away. Be willing to track down principal if necessary.
  • Prepare and manage expense vouchers, including travel and general expense. Maintain file copies for future reference.
  • Report on and maintain principal’s and section’s attendance records.
  • Maintain section’s files and legal database.
  • Support proper record retention policy. Manage Record Days.

In addition, the successful candidate will be responsible for managing and overseeing many administrative activities for the Private Placement Law Section. The candidate should take ownership of and independently manage:

  • Legal Documents Database
  • · Add new documents, scan documents as needed.

    · Assist attorneys with locating documents within the database.

  • Outside Counsel Costs
  • · Process outside counsel invoices; maintain organized file copies for future reference.

    · Track and report on outside counsel costs.

    · Prepare monthly accruals of outside counsel costs.

  • Filing System
  • · File and maintain transaction closing documentation.

    · Review existing filing system for principal.

    · If requested, develop new, more efficient filing system.

    · Purge old files, re-organize files, re-label files.

  • TeamConnect
  • · Manage matters; create new matters.

    · Enter time.

    · Run reports on internal time, outside counsel costs, etc.

  • General Office Administrative Activities
  • · Act as liaison to business units. Expedite urgent requests for principal’s time; handle, with tact, non-urgent requests; funnel requests for document review; manage flow of all office functions.

    · Track due dates and ensure completion of certain administrative tasks by working with principal, i.e. objectives, individual development plans, reviews, financial reporting and certification process, etc.

    · Serve as one of the technology coordinators for group. Address any technology problems within group. Follow through to resolution.

    · Anticipate needs of principals. Work independently and exercise judgment and decision-making when necessary.

    · Provide guidance to Private Placement Law Section’s executive assistants and host periodic calls with Private Placement Law Section executive assistants.

    · Prepare travel schedules, book flights, hotels and vehicles as appropriate and proactively prompt and obtain necessary detail to schedule and arrange future travel.


Job Qualifications:

 

  • The successful candidate will have at least five years’ secretarial experience, preferably including experience as an executive secretary.
  • College degree is a plus, high school degree a requirement.
  • The candidate should possess excellent interpersonal skills, initiative, dependability, and a high level of motivation. 
  • Excellent organizational skills, superior proofreading capabilities and the ability to prioritize effectively are a must. 
  • Excellent written and oral communication skills. 
  • Superior proficiency at word-processing skills, preferably Microsoft Office (Word, Excel, Outlook and PowerPoint) are pre-requisites. 
  • Candidate must be willing to learn how to use all Law Department databases and systems.  Knowledge of TeamConnect or an equivalent system is a plus and familiarity with the Internet is desirable. 
  • Ability to perform basic legal research is a plus.
  • The successful candidate should be able to work independently with minimal supervision, work under tight time constraints, and must be able to prioritize his/her own work and the work of others for completion.
  • Must be dependable and timely in arriving to work and must also be willing to work overtime as needed.
  • Demonstrate the ability to make precise, accurate and timely administrative judgments demonstrate the ability to work collaboratively. 

Prudential is a multinational financial services leader with operations in the United States, Asia, Europe, and Latin America. Leveraging its heritage of life insurance and asset management expertise, Prudential is focused on helping individual and institutional customers grow and protect their wealth. The company's well-known Rock symbol is an icon of strength, stability, expertise and innovation that has stood the test of time. Prudential's businesses offer a variety of products and services, including life insurance, annuities, retirement-related services, mutual funds, asset management, and real estate services.

We recognize that our strength and success are directly linked to the quality and skills of our diverse associates. We are proud to be a place where talented people who want to make a difference can grow as professionals, leaders, and as individuals. Visit www.prudential.com to learn more about our values, our history and our brand.

Prudential is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, genetics, disability, age, veteran status, or any other characteristic protected by law.

Note that this posting is intended for individual applicants. Search firms or agencies should email Staffing at staffingagencies@prudential.com for more information about doing business with Prudential.
Job Function: Private Placement
Schedule: Full-time
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