A GLOBAL FIRM WITH A DIVERSE & INCLUSIVE CULTURE

Our Vision:

At PGIM, we care about our employees, and we are committed to seeing them succeed. We provide our employees with access to professional development and support to help drive their success and ability to innovate.

What you will do:

This position will be supporting a team of executives based in Abu Dhabi within our Global Business Development team. 

General Executive Assistant Duties

• Diary Management via Outlook in addition to managing meeting room bookings/refreshments and coordinating internal and external meetings and conference calls.

• Responsible for international travel arrangements (flights, accommodation, cars); this includes: checking timetables, liaising with the travel agent, creating itineraries, and checking visa requirements as needed.

• Managing logistics when organizing client events or product road shows.

• Responsible for expense submission and reconciliation. This includes but not limited to: submitting cash and company credit card expenses and ensuring receipts are provided, proactively following up with third parties for copies of any missing receipts. Other expense tasks include currency conversion where necessary; ensuring supplier invoices are correct and liaising with the Accounts department where necessary.

• Liaising with the IT department to manage and resolve IT/mobile device issues.

• Filing of correspondence, client related and all marketing/research material on the shared drives or log in the CRM database.

• Scanning, printing, and binding of documents and Marketing Materials.

• Organizing and managing all office-supply related matters for the Abu Dhabi office.

Client Relations

• Coordinating client meetings and product road shows; proactively ensuring Marketing materials for client meetings are prepared/updated and included in meeting diaries where applicable. Liaising with relevant Portfolio Managers and Compliance.

• Conduct note taking of client meetings, ensuring these are circulated and logged.

• Proactively following up on client meetings: ensuring requests/comments expressed during meetings or after are being addressed and any further materials sent as requested.

• For the Executive’s clients, maintaining and updating marketing/client monitoring forms e.g. Sales Report, Quarterly Marketing Report, Top Opportunities, Summary Client meeting and Action/Next Steps are recorded in the CRM system, Salesforce.

• Assisting in the coordination of client events and conferences

Client Database

On behalf of the Executive’s clients, managing the client database (using Salesforce): proactively ensure that database is always up to date with latest contact information; creating, where possible, internet web link to clients’ internet websites.

• Working closely with the Executives to capture client intelligence from the latest business news, client meeting notes and any relevant information to improve the client database and develop a deeper understanding of client strategic needs.

• Salesforce administration on behalf of the Executives’ and the European business development reps: client correspondence, campaign updates, proposals and DDQ log in requests, marketing materials workstream submissions, activity and meeting notes log and distribution.

Creation & Maintenance of Marketing Materials

• Using Power Point, responsible for the production of Marketing Materials for the Executives’ client meetings; this includes: working with the Executives’, Product Specialist, Client Services and relevant portfolio manager, as well as Compliance to create/edit slides and making suggestions on how slides could be enhanced graphically; editing of cover page inserting client's logo (using Internet as needed to download logo) as well as PGIM attendees' titles and contact details, printing and binding to produce final version of Marketing Materials for client meetings.

• Ensuring Marketing Materials and all materials being released to clients are reviewed by portfolio managers, client services and compliance/legal, so that they are up-to-date, accurate and consistent with PGIM’s policies and approved templates and standards.

Compliance collaboration

• Maintaining compliance log for various client reports e.g. Top Opportunities (Salesforce), Quarterly Client Commitments (QuickBase Database); Client Suitability Form, FCPA Clearance Form and Gifts & Entertainment Clearance Form (Star Database)

• Ensuring that all client meetings arranged are with clients and in countries that are compliance cleared.

• Ensuring that all Marketing Materials, RFPs, RFIs and questionnaires are cleared by Compliance prior to disclosure.

What you will bring:

• Highly experienced Executive Assistant with working knowledge in the Financial Industry, preferably Investment Banking, Investment Management or Private Equity. Experience working in a fast-paced environment, supporting senior managers within a complex matrix structure is essential.

• Minimum 5 years of professional experience as an Executive Assistant.

• Highly Proactive; plenty of initiative and the ability to operate autonomously; ability to think and plan ahead and bring forward new ideas and solutions. Ability to multitask and work seamlessly and remotely with the team.

• IT literate: familiarity with management of client database (Salesforce and Microsoft Office (particularly PowerPoint and Excel skills) and proficient with Microsoft Office packages. Attention to visual aspect of presentations and ability to create and enhance presentations/spreadsheets.

• Professional writing and communication skills and relationship builder

• Drive to understand and develop deep knowledge of PGIM, product offerings; clients and prospects; and the industry overall, to ensure that effective client communications and that Marketing Materials and all information released meet compliance and regulatory standards whilst maintaining marketing effectiveness.

• Strong interpersonal skills and excellent telephone etiquette and ability to manage competing priorities i.e. calendar management.

• Fluency in English and Arabic, both verbal and written is required.

• Flexible/adaptable attitude to work with a smaller team within the framework of a global financial services organization.

• Tact and good judgment in confidential situations

• Be able to foster strong internal and external relationships.

About PGIM – Global Asset Management

PGIM is the global asset management business of Prudential Financial, Inc. (NYSE: PRU), a leading global investment manager with nearly US$1.33 trillion in assets under management as of June 30th, 2024.  With offices in 19 countries and jurisdictions, PGIM’s businesses offer a range of investment solutions for retail and institutional investors around the world across a broad range of asset classes, including public fixed income, private fixed income, fundamental equity, quantitative equity, real estate, and alternatives.

With a history dating back almost 145 years, and experience through more than 30 market cycles, PGIM takes a long-term view, not only in our investment philosophy, but also in how we develop our talent. We want to see our employees excel from their first day with the firm and throughout their tenure with PGIM. We will inspire you, support you, and help you reach your greatest personal and professional aspirations. If PGIM sounds like the place for you, join us. For more information about PGIM, visit PGIM.com.

Our Commitment to Diversity, Equity, and Inclusion

Prudential Financial, Inc. is focused on creating a fully inclusive culture, where all employees feel comfortable bringing their authentic selves to work. We do not just accept difference—we celebrate it, support it, and thrive on it. At Prudential, employees have a unique opportunity to build their career path by owning their development, their career, and their future. We encourage employees to hone their skills and explore continued opportunities within Prudential.

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