Administrative Assistant

Morgan Stanley•New York, NY

About The Position

Morgan Stanley Wealth Management provides a range of wealth management products and services for affluent individuals, businesses and institutions. These services include brokerage and investment advisory, financial and wealth planning, credit and lending, cash management, annuities and insurance, retirement and trust. The Private Wealth Management ("PWM") business is the division within Morgan Stanley Wealth Management that is exclusively focused on the $10M+ Ultra High Net Worth client segment. Morgan Stanley Private Wealth Management is seeking an Executive Assistant to support Private Wealth Management Managing Directors with a variety of administrative, organization, and logistical tasks.

Requirements

Prior administrative or related experience at executive level is essential
Excellent written, verbal and interpersonal communication skills
Highly service-oriented individual with the ability to work well both as an individual contributor and as part of a broader department
Flexible attitude and highly trainable with ability to learn new, proprietary systems
Detail-oriented and thorough; well organized with ability to multi-task and meet deadlines with minimal supervision; ability to find solutions to various administrative problems and prioritize work
Proficiency with all Microsoft Office software (Outlook, Word, PowerPoint, Excel)

Responsibilities

Maintain executive calendar; schedule/reschedule meetings, coordinate with other assistants in organizing complex meetings with high level executives and clients
Provide telephone coverage by prioritizing and handling urgent calls with professionalism and good judgment; taking accurate messages and backing up other lines as needed
Coordinate business travel, book travel arrangements, coordinate out-of-town meeting/conference schedules and prepare travel and expense reports through Concur
Arrange large group meetings including scheduling with all parties, booking appropriate rooms, arranging call-in numbers, organizing special meeting facilities, sending meeting confirmation emails and preparing and distributing meeting materials
Navigate Firm’s resources, interface with various departments to collect information, respond to requests, obtain services
Process payment of invoices and vendor payments through Ariba and Smaart
Manage highly sensitive information as it relates to firm and staff, including reviewing and prioritizing incoming communications and taking appropriate action
Provide administrative support for the broader PWM Management team where appropriate
Function as back-up coverage for admin. colleague(s) during planned or unplanned absences from the office