Executive Assistant
Location:
Chicago , Illinois
Posted:
November 23, 2017
Reference:
7977684

The Prudential Law Department seeks a highly skilled and motivated individual for the position of Executive Assistant to provide primary support to the Chief Legal Officer ("principal") supporting the Private Placement Section of the Law Department. This position is based in Chicago, Illinois and is a full-time, permanent position.

Job Description:

  • Type and proofread memoranda, letters, term sheets, legal documents and charts/tables/graphs.
  • Compose notes, letters and miscellaneous correspondence.
  • Sort incoming mail. Prioritize and separate by level of importance, i.e., action necessary, review only, signature required, etc.
  • Manage central filing system, including the filing of closing documentation and modification and authorization memos.
  • Manage principal’s electronic mail and calendaring as directed. Respond to Email regarding availability, check with principal before accepting.
  • Coordinate and schedule meetings and conference calls, including preparation of agendas, attendee lists and circulation of call-in numbers.
  • Answer and screen telephone calls. Proactively assist callers should principal be away. Be willing to track down principal if necessary.
  • Prepare and manage expense vouchers, including travel and general expense. Maintain file copies for future reference.
  • Report on and maintain principal’s and section’s attendance records.
  • Maintain section’s files and legal database.
  • Support proper record retention policy. Manage Record Days.

In addition, the successful candidate will be responsible for managing and overseeing many administrative activities for the Private Placement Law Section. The candidate should take ownership of and independently manage:

· Add new documents, scan documents as needed.

· Assist attorneys with locating documents within the database.

· Process outside counsel invoices; maintain organized file copies for future reference.

· Track and report on outside counsel costs.

· Prepare monthly accruals of outside counsel costs.

· File and maintain transaction closing documentation.

· Review existing filing system for principal.

· If requested, develop new, more efficient filing system.

· Purge old files, re-organize files, re-label files.

· Manage matters; create new matters.

· Enter time.

· Run reports on internal time, outside counsel costs, etc.

· Act as liaison to business units. Expedite urgent requests for principal’s time; handle, with tact, non-urgent requests; funnel requests for document review; manage flow of all office functions.

· Track due dates and ensure completion of certain administrative tasks by working with principal, i.e. objectives, individual development plans, reviews, financial reporting and certification process, etc.

· Serve as one of the technology coordinators for group. Address any technology problems within group. Follow through to resolution.

· Anticipate needs of principals. Work independently and exercise judgment and decision-making when necessary.

· Provide guidance to Private Placement Law Section’s executive assistants and host periodic calls with Private Placement Law Section executive assistants.

· Prepare travel schedules, book flights, hotels and vehicles as appropriate and proactively prompt and obtain necessary detail to schedule and arrange future travel.

  • Legal Documents Database
  • Outside Counsel Costs
  • Filing System
  • TeamConnect
  • General Office Administrative Activities

A little about us:
Our support of the military includes providing civilian employment opportunities to transitioning service members and military spouses.

Know someone who would be interested in this job? Share it with your network.