Executive Assistant

A GLOBAL FIRM WITH A DIVERSE & INCLUSIVE CULTURE

As the Global Asset Management business of Prudential, we’re always looking for ways to improve financial services. We’re passionate about making a meaningful impact - touching the lives of millions and solving financial challenges in an ever-changing world. We also believe talent is key to achieving our vision and are intentional about building a culture on respect and collaboration. When you join PGIM, you’ll unlock a motivating and impactful career – all while growing your skills and advancing your profession at one of the world’s leading global asset managers! If you’re not afraid to think differently and challenge the status quo, come and be a part of a dedicated team that’s investing in your future by shaping tomorrow today. At PGIM, You Can!

We are seeking a high impact individual with exceptional organizational and administrative skills to join our West Coast Administrative team in a dynamic, team setting. The successful candidate will facilitate a wide variety of administrative tasks and executive support functions that are critical to the success of a fast-paced and demanding business. You will be supporting multiple senior-level executives based in both San Francisco and remotely on the west coast. This position requires extraordinary judgment and the ability to manage multiple priorities efficiently.

This role is part of a centralized administrative team that operates as a hub-and-spoke business function, supporting all executives across the business while leveraging centralized training, education, communication, and team support. This role will report to the Administrative Regional Lead, while serving as the primary administrative partner to multiple executives. In addition to supporting key executives, this role will take on broader administrative responsibilities, which may include assisting with special projects, collaborating with other administrative professionals, and providing support for cross-functional initiatives as needed.

• 5+ years of administrative or executive assistant experience in a fast-paced global organization
• Proven experience managing complex international travel and event logistics.
• Mastery of Microsoft 365 (Word, Excel, PowerPoint, Outlook) and eagerness to learn and leverage new tools, including co-pilot and AI-driven solutions.
• Strong interpersonal, written, and verbal communication skills; ability to build relationships at all levels.
• Exceptional organizational skills and the ability to manage competing priorities under tight deadlines.
• Collaborative spirit with solid partnering skills; able to work independently and as part of a team.
• Flexibility to work overtime as needed and travel occasionally.

What will set you apart:

• Eagerness to build a career in administration and contribute to a culture of innovation, inclusion, and continuous improvement.
• High level of accuracy and attention to detail in document processing, notary work, and business record management.
• High degree of professionalism, discretion, and integrity in handling confidential information.
• Flexibility to work overtime as needed and travel occasionally.
• Strong initiative, self-motivation, and a proactive approach to anticipating needs and solving problems.
• Bachelor’s degree or equivalent experience.

• Provide exceptional administrative support to multiple senior-level executives in a dynamic, high-performing environment.
• Manage complex, multi-leg global travel arrangements, including logistics for high-profile business trips and roadshows.
• Coordinate and execute frequent in-office and offsite events, overseeing all logistics, vendor management, and on-the-ground coordination.
• Facilitate notary processing and obtain signatures for critical business documents, ensuring compliance and timely completion.
• Support business process needs, including the preparation and management of agreements, reports, agendas, presentations, etc. using MS Office and other business software as needed.
• Manage calendars for team members, coordinate constantly changing schedules, and ensure all meetings—both in-person and virtual—are set up with the necessary documentation, logistics, and technology support.
• Build and maintain strong, professional relationships with internal and external contacts, handling sensitive correspondence, phone, and email communications with discretion and care.
• Prepare, review, and submit expense reports and related requests, ensuring accuracy and compliance with company policies; provide guidance to executives to help them meet all expense and compliance requirements.
• Assist with office management responsibilities. Work collaboratively with other onsite administrative professionals to maintain a productive and welcoming workspace.
• Open and distribute mail, including confidential, high-priority, and follow-up items; prepare outgoing mail and correspondence, including overnight packages.
• Collaborate closely with other administrative professionals, fostering a supportive and high-performing team environment.
• Support and coordinate onboarding and orientation for new hires, serving as a liaison between executives, new employees, and internal teams; adapt to evolving requirements across business groups to ensure a smooth, organized, and welcoming experience.
• Confidently set up, manage, and troubleshoot video conferencing and virtual meeting technology; proactively resolve issues to ensure meetings run smoothly.
• Maintain trade association memberships and subscriptions.
• Maintain and foster relationships with borrowers, intermediaries, investors, and the originations teams.
• Adhere to loan documents and any other governing documents when performing all responsibilities.