Executive Assistant (Operations) - Parametric

Morgan Stanley•New York, NY

43d•$70,000 - $150,000•Hybrid

About The Position

This position provides administrative and project management support to the leadership team of the Operations division of Parametric, ensuring their ability to progress strategic initiatives and make effective use of their time. This position will focus primarily on support of the Managing Director, Head of Operations (MD), who serves on the Executive Committee (EC), as well as calendar management and coordination, travel booking, and expense reconciliation for up to four other MDs and leadership team members. In addition, this position serves as a contributing member to the Executive Administration team. We are seeking a motivated, confident individual who is interested in the financial industry and seeks a long-term career helping investment teams achieve ambitious goals and outstanding results. The candidate should have the ability to build strong relationships with clients within and across various departments and functional areas.

Requirements

Bachelor's Degree preferred.
3+ years prior executive assistance experience; comparable experience encouraged to apply.
1+ year customer service experience; comparable experience encouraged to apply.
Proficient/Expert in MS Office applications (Excel, Word, PowerPoint, and Outlook).
Demonstrated ability to learn new technology systems and processes to improve efficiency and productivity.
Must be able to work on-site in the New York office at least 3 days a week with flexibility based on ad-hoc business needs.
Comfortable working across multiple communication platforms (Microsoft Teams, Skype, Zoom, etc.)
Experience creating multi-segment, multi-destination travel itineraries.
Must be service oriented; very strong attention to detail; must demonstrate accuracy, thoroughness, proactive problem solving, and patience.
Excellent written and verbal communication.
Strong interpersonal skills, emotional intelligence, and ability to work well with others across various locations and cultures.
Confidence to take initiative and use good judgement to make decisions proactively; flexibility to work autonomously and as part of a multi-disciplinary team.
Ability to work efficiently, juggle multiple projects with appropriate prioritization, adhere to quick deadlines, deal comfortably with ambiguity, and adapt to evolving circumstances.
Experience in exercising sensibility, discretion, and diplomacy in handling all matters, information, and relationships (including confidential or sensitive information).
Ability to independently learn new technologies, and processes and navigate systems to solve problems.
Successful candidates will bring enthusiasm, creativity, and humor to their work.

Responsibilities

Schedule and manage the day-to-day and long-term calendar for the leadership team, with a focus on the EC members; use discretion to ensure time is well-utilized; assume central coordination for internal requests as well as external requests, including but not limited to media, thought leadership, conferences and events, and client meetings.
Arrange travel as needed, including conferences, on-sites, off-sites and virtual; prepare and submit expense reports.
Organize on-site/off-site/virtual meetings and events across multiple time zones.
Update and maintain meeting notes; follow up on actions as needed.
Organize, compile, and store presentations and meeting materials.
Act as first point of contact among executives, employees, clients, and other external partners for all questions related to the Operations division. Prioritize and follow up on incoming issues and concerns, including those of a sensitive or confidential nature. Determine appropriate course of action, referral, or response.
Successfully and extensively partner with the New York Office Manager and other Executive Assistants for smooth and effective business operations and continual improvement of processes and problem-solving needs.
Provide back-up support to the Executive Administration team for vacation/leave, coverage, specific tasks, and/or projects.
Work with Manager and the leadership team to capture the evolving needs of the Operations division and suggest possible solutions.
Other duties may be assigned to meet the business needs.