Description
Overall Role Purpose
To provide secretarial, project and administrative support to Executive directors. The role may be demanding and the work quite varied, reflecting the need to respond rapidly and accurately to any given task and situation and to be flexible with working hours when required.
Working with Prudential as an Executive Assistant to Director means becoming part of a brand with a global reputation, a remarkable history and exciting plans for the future. If you're inspired to join us, and if you have the necessary qualities, then this could be the opportunity you've been looking for.
At Prudential we're absolutely focused on getting the best outcomes for customers. Ours is one of the most profitable and trusted names in life and pensions, and we lead the market in a number of pension products
Key Responsibilities
- Balance delivery of key tasks, prioritising work according to business pressures and deliverables.
- Understanding and making sense of communications coming in and out, and being able to comment on key documents. Being able to provide timely updates on communication trails as and when requested to do so
- Taking minutes when required at relevant meetings
- Produce high quality documents that are accurate and well-presented using Word, Excel and PowerPoint while adhering to brand guidelines and regulatory requirements.
- Undertake ad hoc 'mini projects', involving appropriate research and planning, organisation of resources and tracking key deliverables and milestones.
- Coordination of support & cover from the other London based Secretaries to ensure continuity of PA/Secretarial support
- Sensitive management of confidential and personal information.
- Co-ordinate events/meetings, making all necessary arrangements, preparing advance documentation and ensuring appropriate recording and follow up of actions
- Provide a professional diary/time management service, building in regular meetings and performance management responsibilities.
- Make travel arrangements (rail/air/accommodation), booking in advance where possible to ensure cost effectiveness.
- Prioritise, acknowledge and distribute correspondence.
- Manage professional response to telephone calls, taking ownership of queries.
- Management of email system, prioritising and responding where appropriate.
- Undertake routine administrative tasks such as filing, photocopying, faxing and collating of information.
- Establish and maintain administrative systems and processes which ensure appropriate document storage and retrieval.
- Compliance - to ensure that you understand and adhere to PGDS's Employment Code of Conduct and where appropriate, comply with all relevant regulatory policies. This includes completion of any mandatory training requirements.
- Financial Controls - Ensure all expenditure commitments (orders, contracts, budgets etc) and all payments are properly authorised, controlled and monitored, in accordance with relevant delegate authority requirements.
Job Requirements - Knowledge and Skills
- Excellent knowledge of Word, Excel, Powerpoint and Outlook.
- Proven Executive PA experience
- Proven experience of coordinating other secretaries & working collaboratively
- Good communication skills, both written and verbal.
- Capable of working under pressure, acting on own initiative.
- Aptitude for learning.
- Good organisational and administrative skills.
Ideal candidates shoudl have strong EA Director level experience - long stints of employment in their roles, preferably from blue chip companies (banking/FS ideal).
End of August, September and October starts.