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Senior Administrative Assistant

Prudential Financial, Dubuque, IA

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Under general supervision, the Senior Administrative Associate supports Key Account Vice President's and their teams with their administrative needs.  This individual prepares documents using intermediate level of proficiency with the Microsoft Office product suite to produce a wide range of documents and format variations, which may include page layouts, the development of complex tables and statistical charts using basic formulas and the ability to sort through and manipulate data using features such as pivot tables and vlookups.  This individual relies on experience and judgment to plan and accomplish assigned tasks and goals, working independently and proofing own work.  This individual adheres to all Prudential policies, procedures, and guidelines and maintains confidentiality of all information.


Job Responsibilities:

  •  For assigned individuals, perform travel and meeting planning, calendaring activities, attendance tracking, expense management, and invoice processing. 
  • Arrange and support all video and teleconference calls, including the scheduling of Web Ex or Sametime sessions as needed.

  • Perform administrative duties including photocopying, faxing, filing, and monitoring of records according to retention policies. 

  • Assist with submission of all print and binding requests, mailing of ad-hoc documents and presentations such as Multi-Year Strategy leveraging our production sites for all client/prospect meeting materials.

  • Ordering/pulling brochures; flyers and white papers from internal integrated marketing fulfillment platform.

  • Coordinate and complete client mailings by coordinating bulk mailing requests, mail merges and creation of client correspondence.  Ensure that all regulatory compliance guidelines are adhered to.

  • Assist in the accurate completion of client reports, plan overviews and research requests.

  • Support PruForce updates for products and investment opportunities, adding meeting notes and updating activity types for all client connect points.

  • Assisting with client reassignments and ad-hoc reporting needs as requested.

  • Complete accurate reporting for Gift & Entertainment adhering to all Compliance reporting guidelines.

  • Assist with the timely submission of all Sponsorship requests, ensuring good faith and company recognition according to guidelines established by Compliance.

  • Support the Process Efficiency Team with G&E filing and other registered rep compliance duties as may be required. 

  • Assist with the dissemination of all communications ensuring accuracy, timely completion and meeting specific deadlines.

  • Participate in staff meetings and takes meeting minutes as requested.

  • May be required to perform office support functions including, but not limited to, supply ordering, greeting office visitors, and maintaining conference rooms and office equipment. In addition to serving as the Prudential Liaison for building management requests; supporting office moves, supporting new hire and termination procedures, badge requests and system access requests.

  • Support the Client Relations & Business Development BCP Planner by serving as the site Coordinator.

  • Provide support to alternate field office locations as required.

  • Takes on additional tasks as requested by Management.

  • Associate's degree or equivalent industry work experience

  • 3-5 years of financial services and/or customer service experience preferably in the Retirement industry.

  • Demonstrated intermediate level proficiency in Microsoft Office suite, all applications.

  • Aptitude to quickly learn Prudential's business and administrative procedures.

  • Basic knowledge of retirement business, administrative procedures and investment products is a plus.

  • Can operate autonomously but also serve as a strong team contributor on a diverse and matrix team.

  • Strong analytical skills with a high degree of attention to detail.

  • Excellent organizational skills with the ability to successfully juggle multiple priorities.

  • Demonstrated ability to proactively identify process improvements in an effort to improve productivity and efficiency.

  • Strong and attentive listening skills with the ability to analyze the situation and draw appropriate conclusions.

  • Ability to maintain confidentiality and professionalism at all times.



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Job Details

Req Num ADM00013
ID 665843
Dubuque, IA
Positions 1
Full Time
Pay --
Clerical/Office Administration

Preferred Candidates

Years of Experience 2-5 Years
Education --

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