Executive Assistant (Hybrid Role) (Administrative)

Job Classification:

Corporate - Administration

As an Executive Assistant to the Chief Investment Officer, this role requires a proven track record in supporting senior level management. This includes exercising superior judgment based on in-depth experience, maximizing efficient use of time on behalf of the leader and her team, developing strong collaborative relationships across multiple constituents to move things ahead, and the ability to interact well with individuals external to Prudential. We are seeking a dynamic and resourceful individual who takes initiative and anticipates the executive's needs ahead of time and maintains focus despite frequent interruptions. You will provide administrative and operational support to the CIO and her team. You will manage all aspects of her daily work routine including, but not limited to calendar management, scheduling internal and external meetings, travel arrangements domestic and international, and processing of expenses and invoices.

Please note: This is a hybrid role and will require weekly onsite work.

Primary Responsibilities:

• Schedule and handle logistics for team meetings, external manager meetings, and quarterly performance update calls, reserve conference rooms, prepare meeting materials, track meeting attendees, send calendar invites, including anticipating technology needs and using good judgment to discern appropriate prioritization so that calendars are consistently up to date
• Responsible for all logistics of the quarterly Investment Oversight Committee Meeting which includes, scheduling pre and post debrief meetings, create meeting agendas, coordinate the date, time, and location of the meeting, book the conference rooms, send the invites to attendees, track the attendees, preparation and distribution of the materials, arrange catering, pre-register guests, greet and escort guests to/from the conference room, and maintain files on action items and ballots
• Maintain an open line of communication via email, text, telephone, or face-to-face conversations to jointly manage strategic priorities, time management, calendaring, meetings with managers, assisting with various approvals, and all other priorities
• Proactively manage travel arrangements, coordinate itinerary details, and mitigate unforeseen changes
• Prepare, submit, and track general expense and travel vouchers through the expense system; review the accuracy of expense vouchers, reconcile discrepancies, and ensure appropriate resolution
• Process invoices through the payment request system and accounts payable
• Own and support all aspects of day-to-day productivity such as system/application requests in ePass, ISAMS, MyPruIT, Star G&E, and Tririga
• Manage and track the team's timekeeping chart – this is the amount of time the team spends managing the Defined Benefit, Defined Contribution and Welfare Benefits plans
• Keep the CIO advised of time-sensitive and priority issues, ensuring appropriate follow-up
• Create and maintain manager folders on the shared drive to download and save the weekly, quarterly and year end performance reports, financials, and all fund related portfolio information retrieved from the manager investor portals
• Maintain electronic and/or hard copy files for the team in accordance with record retention policies
• Own and maintain the Business Continuation Plan for the team in compliance with Company policies
• Be a team player and build/maintain a strong network of relationships within Prudential and with external managers
• Perform other administrative support as deemed necessary and appropriate

The Skills & Expertise You Bring:

• Ability to work independently with minimal guidance and effectively leverage diverse ideas, experiences, thoughts, and perspectives to the benefit of the team
• Ability to learn new skills and knowledge on an on-going basis through self-initiative and tackling challenges
• Excellent problem solving, communication and collaboration skills
• Significant experience and/or deep expertise with several of the following:
  • 7+ years of administrative experience at the C-Suite level             
  • Technologically savvy – familiar with digital apps and online resources
  • Excellent technology skills and proficiency in the overall Microsoft Office Suite -- Outlook, Word, Excel, PowerPoint, and Teams
  • Strong multi-tasking skills, ability to prioritize effectively and maintain focus despite frequent interruptions
  • Exceptional attention to detail; ownership mindset with a proven track record of accuracy and follow-through commitment
  • Pride in maintaining an exemplary executive calendar and being able to think ahead and plan the calendar a week, a month and even a year ahead of time
  • Ability to take initiative and anticipate the executive's needs ahead of time, proven ability to problem solve
  • A high degree of punctuality, professionalism, integrity, and strong work ethic coupled with a sense of responsibility
  • Excellent judgment and discretion in handling highly sensitive and confidential information
  • Demonstrated ability to make accurate and timely administrative judgments, while remaining professional under pressure. Knows when to make decisions independently and when to escalate to management
  • Resourceful and collaborative; able to negotiate schedules and conflicts with other assistants and partners
  • Exemplary interpersonal skills and ability to collaborate effectively with culturally diverse staff across geographies, backgrounds, functions, and levels of the organization
  • Ability to quickly understand and navigate the organizational dynamics, hierarchies, and relationships
  • A strong desire to continually learn and improve/enhance processes
  • “Can do” attitude
  • Prior experience in an investment area a plus

RSRPRUD

Note: Prudential is required by state specific laws to include the salary range for this role when hiring a resident in applicable locations. The salary range for this role is from $64,900.00 to $96,700.00. Specific pricing for the role may vary within the above range based on many factors including geographic location, candidate experience, and skills. Roles may also be eligible for additional compensation and/or benefits. Eligibility to participate in a discretionary annual incentive program is subject to the rules governing the program, whereby an award, if any, depends on various factors including, without limitation, individual and organizational performance. In addition, employees are eligible for standard benefits package including paid time off, medical, dental and retirement.