Administrative Assistant

Morgan Stanley • New York, NY

21h • Onsite

About The Position

Morgan Stanley is a leading global financial services firm offering investment banking, securities, investment management, and wealth management services to clients worldwide from over 1,200 offices in 43 countries. The firm values integrity, excellence, and a strong team ethic, providing a foundation for professional career growth and a culture that balances personal lifestyles. The Institutional Equity Division (IED) is a world leader in equity, equity-linked, and equity-derivative securities, along with Prime Brokerage and Fund Administration services, catering to a global institutional client base with innovative product solutions. Morgan Stanley Fund Services (MSFS), established in 2004 within IED, provides fund administration services for over $700 billion in assets across 350+ hedge funds, private equity, and large family offices. Their services include accounting, investor services, portfolio analytics, middle-office functions, regulatory and financial reporting, and tax services. MSFS has a diverse team of 1,400 employees globally, based in cities like New York, London, Glasgow, Dublin, Mumbai, Bengaluru, and Hong Kong. Joining MSFS offers a dynamic environment with opportunities for personal growth, innovation, collaboration, and the chance to make a significant impact on the business, clients, investors, and the wider Morgan Stanley franchise.

Requirements

• At least four years' relevant experience would generally be expected to find the skills required for this role
• Excellent verbal and written communication skills with a strong attention to detail
• Strong problem-solving, organizational and time management skills
• An enthusiasm for being a team player who is willing to help and collaborate with colleagues
• Ability to work in a fast-paced environment and handle multiple tasks concurrently
• Flexibility to cover different groups

Responsibilities

• Provide full administrative support to a senior Managing Director and their teams with their ad hoc needs
• Maintain Executive calendar in accordance with each Managing Director’s preference, including scheduling meetings and conference calls, fielding e-mail and phone call requests for meetings, proactively managing conflicts, and escalating accordingly
• Provide telephone coverage, including responding to inquiries, properly routing calls, and taking detailed messages. Use of good judgment with both internal and external clients
• Coordinate all related conference room needs, including any catering, audio/video conference set up
• Coordinate team/group dinners and outings, as needed
• Arrange all aspects of travel, including keeping Executives' travel profile up to date, managing travel approvals, arranging flights, hotels, rental car and sedan service, using agency and online services to manage currency exchange, and coordinating international data on corporate mobile
• Follow Firm and Internal Audit Department policy guidelines to manage expenses, including but not limited to monitoring travel, internal teambuilding, overtime meals, etc., managing Corporate American Express account payment, delinquency status, and Concur submissions, and preparing expense reports accurately and in a timely fashion
• Prepare presentation and meeting materials (e.g., copy, collate, and bind)
• Interface with various departments on behalf of Executives to navigate firm resources, collect information, respond to requests, and obtain services
• Provide backup support for Executive Assistant colleagues during vacation/sick days, and assist their managers as needed, with phone coverage and other office needs
• Provide miscellaneous administrative support, including setup and maintenance of mail groups, and maintaining an orderly, fully functioning work area for Executives
• Involvement in special projects as needed
• Act as office manager for the MSFS Purchase office
• Responsible for overseeing the daily operations of the office. This includes making sure everything functions efficiently
• Assisting with NY new hires (onboarding/offboarding)
• Process invoices in the SMAART system, resolving invoice issues and assist with special requests
• Liaison with IT to resolve tech issues
• Assisting with various high level projects, overseeing NY space (seating)

Benefits

• some of the most attractive and comprehensive employee benefits and perks in the industry
• commission earnings
• incentive compensation
• discretionary bonuses
• other short and long-term incentive packages
• other Morgan Stanley sponsored benefit programs

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: No Education Listed
• Number of Employees: 5,001-10,000 employees