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Executive Assistant

Prudential Financial, Dubuque, IA

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This position requires a strong, experienced professional with excellent judgment, organizational skills, initiative and the ability to anticipate the needs of principal. The successful candidate must have a strong, proven track record of success in handling multiple, deadline-oriented priorities in a fast-paced, agile environment.
  • Performs administrative support functions for the Full Service Solutions Chief Operating Officer including, but not limited to:
    • Calendar oversight and management; solving for challenges relating to competing priorities, conflicts and last-minute changes.
    • Performing travel and meeting planning, email monitoring, attendance tracking, expense management and invoice processing. Arranges video and teleconference calls.
    • Supporting the COO with key meetings' and offsite agenda planning, proactively follows up with direct reports on any meeting take aways.
    • Screening phone calls and visitors; reading, directing and prioritizing mail; responding to routine questions; directing inquiries to the appropriate sources.
    • Supporting onboarding and off-boarding of employees, and acts as a delegate to perform HRIS transactions.
    • Ensuring that general administrative activities are completed timely and accurately:  e.g. opening/sorting email & mail, ordering office supplies, filing, etc.
  • Support business unit activities including: 
    • Coordinating and scheduling team functions/activities/information training sessions across multiple sites for varying audiences, distributing agendas, materials and securing rooms as needed.
    • As necessary, prepares and assembles materials for client visits and other external forums, including compliance submissions.
    • Assisting with facility and systems requests.
    • Maintaining insurance licensing and FINRA registrations, CEUs, etc. for processing/tracking for principal.
    • Assisting in preparation of PowerPoint presentations and Excel spreadsheets of moderate to significant complexity.
    • Coordinating special projects and ad-hoc requests.
  • Maintain the highest levels of confidentiality while handling sensitive business information.
  • Takes on additional tasks as requested by Leadership.
  • 7 plus years of office management experience supporting C-Level executives, and/or client service administration experience where organizational skills are critical.
  • Associate's Degree and/or equivalent work experience.
  • High degree of motivation; a self-motivated individual who holds themselves accountable for results.
  • Ability to independently work in an agile environment with minimal supervision and tight deadlines.
  • Strong attention to detail; very strong collaboration, interpersonal skills, and customer service skills.
  • Excellent business etiquette, communication skills, both written and verbal.
  • Ability to create and maintain internal and external professional relationships on every level.
  • Strong organizational skills/ability to handle multiple tasks simultaneously and the ability to prioritize own activities.
  • The ability and desire to be an early adopter of new technology processes and software packages.  A strong comfort level with new technologies is a must.
  • Advanced knowledge of Microsoft Word, Excel, PowerPoint, and other software such as Adobe Acrobat a plus.
  • Positive, can-do approach to work; and ability to adjust to the work preferences and nuances of the executive supported.
  • Ability to travel when necessary.
Flexibility to work overtime as needed. width=1

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Job Details

Req Num FSS0003I
ID 547824
Dubuque, IA
Positions 1
Full Time
Pay --
Clerical/Office Administration

Preferred Candidates

Years of Experience 5-10 Years
Education --

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