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Executive Assistant

Prudential


Location:
Newark, NJ
Date:
08/22/2017
2017-08-222017-09-20
Job Code:
421018
Prudential
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Job Details

Position Title: Executive Assistant
Job Code: 421018
Job Location: New Jersey-Newark
Description:

The Prudential Law Department seeks a highly skilled and motivated individual for the position of Executive Assistant to provide administrative support to the Intellectual Property Law Group (2 attorneys and 1 paralegal) and the Corporate Real Estate Law Group (2 attorneys). The Intellectual Property Law provides legal advice to the Enterprise on issues related to the acquisition and enforcement of trademark, copyright, patent, trade secret and Internet/domain rights; Corporate Real Estate Law provides legal support to Prudential’s Corporate Real Estate, Corporate Facilities and CRE Strategy & Transaction business groups. 

   

Responsibilities include, but are not limited to:

  • Schedule meetings and conference calls.  Prepare agendas, circulate dial-in numbers and materials, arrange video conferencing, distribute materials to  principals prior to meeting.
  • Answer and screen telephone calls.  Proactively assist callers should principal be away.  Understand when and how to locate principal, as needed.
  • Manage principal’s calendar.  Respond to meeting notices and working with Principal to understand calendaring process. Anticipate, discuss, and address potential conflicts.
  • Prepare attorney presentations in Powerpoint.
  • Compose basic notes, letters and miscellaneous correspondence.  Prepare and proofread charts, tables, graphs, & reports, including monthly matters reports, invoice reports.
  • Assist in docketing in the Web TMs IP docketing program.
  • Assist with use of Corporate Real Estate contract systems and processes.
  • Assist in maintaining IP Law Intranet site and CRE Law’s internal legal database.
  • Sort incoming mail.  Prioritize and separate by level of importance, i.e. action necessary, review only, signature required, etc.
  • Coordinate travel arrangements and prepare itineraries.  Anticipate travel conflicts.
  • Maintain timekeeping, legal matter records and prepare reports in the Prudential Legal System (Law Department Tracking system) as needed.
  • Manage outside counsel billing.  Process legal invoices via TeamConnect and hard copy. Review invoices for proper rates and adherence to Outside Counsel policy.
  • Support proper record retention policy.  Manage Records Days.
  • Prepare, with attorney supervision, outside counsel retention, engagement, and conflict letters.
  • Prepare and manage expense vouchers for both travel and general expenses; report any gift and entertainment activity into the GETS system.
  • Provide back-up support and coverage within greater Operations & Systems Law Group.
  • Prepare execution copies of lease-related documents on behalf of CRE Law.
  • Perform other administrative duties as assigned (e.g. order supplies, provide technology support, manage record retention, special projects, etc.).
  • Handle various standard entries of signed contracts into the Vendor Contracts System.
  • Maintain various organization charts and telephone contact lists.
  • Proactively follow up to ensure completion of tasks, projects and deliverables.

 

  • 5 plus years administrative experience, preferably supporting senior level executives
  • Ability to work independently and able to prioritize work
  • Ability to anticipate principals needs
  • Comfort in suggesting new processes and approaches, as appropriate
  • Ease in adapting to changing priorities
  • Ability to work in a fast-paced, team-focused and evolving work environment
  • Ability to support executives remotely, partnering well with on-site admin support.  Many VPs work from multiple locations
  • A positive attitude, high level of motivation and energy.
  • Excellent oral and interpersonal skills
  • Proficiency in the use of Microsoft Office 365 (Outlook, Word, Excel, PowerPoint)
  • Ability to work with highly confidential subject matters
  • Ability to work under tight time constraints and to juggle multiple assignments

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: Legal
Schedule: Full-time
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