Executive Sales Assistant
(PGIM Institutional Client Group, Amsterdam, Fixed-Term Contract 6 months)
A GLOBAL LEADING ASSET MANAGER 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!
What you will do
Office Support
- Serve as the primary point of contact for facilities and office services, including logging, tracking and resolving requests with relevant suppliers (e.g. building management and telecoms providers).
- Act as the local liaison for HR administration relating to the Netherlands, including triaging queries on the Dutch pension scheme (Centraal Beheer) and local benefits, and escalating to HR as required.
- Manage meeting room bookings and catering requests in line with internal processes and site standards.
- Coordinate visitor registration, including parking arrangements where applicable, ensuring completion of all site access requirements.
- Plan and coordinate internal networking events for the Amsterdam office, including venue logistics and required internal approvals.
- Maintain office and kitchen supplies, including monitoring stock levels, placing orders and reconciling deliveries.
- Submit invoices and complete reconciliations in accordance with finance controls, liaising with the UK-based Accounts team as required.
- Coordinate with IT to log, track and follow up on IT and mobile device issues, ensuring devices and video-conferencing are prepared and operational for internal and external meetings (e.g. devices charged and presentations uploaded where required).
Executive Sales Administrative Support
- Use business systems (e.g., Salesforce, Power BI, Seismic, and market intelligence. databases) to support the Benelux/Nordics client team with meeting preparation and territory management, and provide back-up coverage for other Executive Sales Support team members as needed.
- Provide back-up administrative cover for the Executive Sales Assistants supporting the BeNeLux/Nordics client teams.
- Arrange travel logistics (flights, accommodation and ground transport) in line with travel policy, including timetable checks and coordination with travel agents where applicable across the office.
- Prepare and submit expense claims and reconciliations in accordance with expense policy, including corporate card statement reconciliation, receipt collation, follow-up for missing documentation, and currency conversion where required.
- Coordinate and execute local events both inside and outside of the Amsterdam office.
Risk & Compliance
- Maintain controlled filing and distribution of risk and compliance correspondence and reporting (e.g. letters, emails and monthly reports, including Administrator, Depository, State Street Risk and LST reports), ensuring accurate storage and retrievability.
- Coordinate annual due diligence cycles for third-party service providers and boards (including Administrators, Investment Managers, Depositary, Distributors, and ICAV/QIF Boards), providing administrative support and maintaining audit-ready records.
- Support the completion, translation (where required) and controlled filing of questionnaires and responses (including RFP and regulatory questionnaires), ensuring version control and timely submission.
- Liaise with Fund Operations and Client teams on BV-related operational requirements (e.g. invoices and payment arrangements), ensuring actions are processed in accordance with agreed controls and timelines.
- Produce and maintain documents and trackers using standard templates and formatting in Word, PowerPoint and Excel.
- Record annual leave and absence accurately in the HR system, ensuring entries are complete and updated in a timely manner.
Board Secretary
- Compile and maintain the board meeting packs for quarterly meetings (PGIM Netherlands, ICAV and QIF), ensuring all required papers are complete, current, correctly filed, and distributed within agreed timelines to enable directors to discharge their duties effectively.
- Prepare and submit applications to register changes and deletions with the Dutch Commercial Register, ensuring submissions are accurate and supported by appropriate documentation.
- Maintain BV statutory records and company files (including articles of incorporation, regulations, minutes, board reports and annual reports), ensuring secure storage, version control and availability for audit/regulatory review.
What you can expect
We are seeking an enthusiastic individual who will be a key part of the Business Development team. This is a three days hybrid role based in our Amsterdam office. You will provide the team with a high-level of support across a broad range of crucial administrative functions including providing board secretarial support, travel coordination, diary management, and general office management. The candidate will ideally view the role as an opportunity for development and learning.
What you will bring
- Some relevant years of executive assistant, project management, sales support or other transferrable experience in a fast-paced and demanding environment.
- Proficient in technology systems such as Salesforce, Seismic, Tableau, Microsoft Word, Power Point, Excel, Teams and able to work optimally with other teams across the organization.
- High degree of professionalism and strong work ethic coupled with a sense of responsibility and integrity.
- Strong editing and proofreading skills and attention to detail.
- Ability to think proactively and anticipate needs.
- Ability to work independently with.
What will set you apart?
- Excellent written and verbal communication skills in Dutch and English.
- Strong attention to detail, accuracy and completeness.
- Seeks development and learning opportunities.
- Strong critical thinking and logic skills, proven ability to prioritize tasks, work independently and escalate for assistance when needed.
- High level of productivity and self-direction while multi-tasking.
- Proactive problem solving.
- Flexibility to work the hours needed as required to meet business demands.
*PGIM welcomes all applicants, even if you don't meet every requirement. If your skills align with the role, we encourage you to apply.
What we offer you
- Health Insurance: Optional access to a collective health insurance scheme with CZ Health Insurance, offering potential premium discounts and additional reimbursements. This is not paid for by PGIM.
- Annual Leave of 30 days, at full pay.
- Retirement Savings Plan: Participation in the PGIM Pension Plan, a defined contribution scheme provided by Centraal Beheer PPI, with employee and employer contributions based on pensionable salary. Employees contribute 4% via salary sacrifice, with PGIM contributing monthly on an age‑banded scale, subject to statutory limits.
- Life Assurance: Partner and dependent pensions are provided through the PGIM Pension Plan, with premiums paid by PGIM. Optional additional partner coverage is available at employee cost.
About PGIM Institutional Client Group (ICG)
The Institutional Client Group (ICG) is responsible for leading the development and implementation of the global strategy for PGIM's institutional client engagement, capital raising and business development activities across key markets and asset classes. The team partners closely with PGIM’s investment, marketing and product teams to deliver solutions for our clients and consultants. The team also focuses on building and maintaining strong, long-term relationships with the largest pensions, endowments, corporations, unions, sovereign wealth funds and family offices globally.
Our Commitment to Diversity, Equity, and Inclusion
PGIM has a long-held commitment to advancing diversity, equity and inclusion, rooted in the belief that this is a prerequisite for PGIM's success and sustainability. We work to attract, retain, develop and promote talent at all levels and aim to have a workforce that reflects the communities where we work, live and invest. We are intentional about creating a workplace where everyone has a voice and is welcomed, valued, respected and understood. From the moment people join PGIM, we pledge to help them unlock their full potential. Together, we are shaping a future where talent knows no boundaries.
-
Prudential Financial, Inc. of the United States is not affiliated with Prudential plc. which is headquartered in the United Kingdom.
Prudential is a multinational financial services leader with operations in the United States, Asia, Europe, and Latin America. Leveraging its heritage of life insurance and asset management expertise, Prudential is focused on helping individual and institutional customers grow and protect their wealth. The company's well-known Rock symbol is an icon of strength, stability, expertise and innovation that has stood the test of time. Prudential's businesses offer a variety of products and services, including life insurance, annuities, retirement-related services, mutual funds, asset management, and real estate services, some of which may not be available in your area.
We recognize that our strength and success are directly linked to the quality and skills of our diverse associates. We are proud to be a place where talented people who want to make a difference can grow as professionals, leaders, and as individuals. Visit www.prudential.com to learn more about our values, our history and our brand.
Prudential is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, national origin, ancestry, sex, sexual orientation, gender identity, national origin, genetics, disability, marital status, age, veteran status, domestic partner status , medical condition or any other characteristic protected by law.
