Executive Assistant

Morgan Stanley•Purchase, NY

25d•$60,000 - $105,000

About The Position

Morgan Stanley is a global financial services firm and a market leader in investment banking, securities, investment management and wealth management services. With offices in more than 43 countries, the people of Morgan Stanley are dedicated to providing our clients the finest thinking, products and services to help them achieve even the most challenging goals. As a market leader, the talent and passion of our people is critical to our success. We embrace integrity, excellence, teamwork and giving back. As an administrative assistant, you'll be expected to provide administrative support to senior members of the division and perform the following duties: Act as first point of contact for inbound and outbound phone calls for managers, applying discretion and judgement when dealing with sensitive information Understand the important clients/colleagues of each manager, take accurate messages and stay informed of manger's whereabouts Interface with various departments to collect information, respond to requests and obtain services on behalf of managers Maintain managers calendars via Outlook which includes scheduling meetings/ conference calls, addressing meeting conflicts and assisting with hosting video conferences Plan and organize internal events including event registrations, conference room reservations, multimedia support, and catering requests Arrange all aspects of domestic and international travel which includes booking flights, providing travel itinerary, arranging hotels and car service, assisting with international travel requirements (ie, visas, entry letters) Prepare and submit expense reports on a timely basis for travel or business-related expenses, follow up on discrepancies and missing receipts to keep balances current. Create, edit and format documents using Microsoft Office Suite and Adobe Pro Collaborate and gather documents for upload onto internal and regulatory systems or for printing and binding, if necessary Manage team's shared sites such as Microsoft Teams, SharePoint and other collaborative sites. Support your dedicated team by assisting with the onboarding/offboarding of contingent workers and employees, creating and maintaining mail groups, ordering office supplies, receiving guests/visitor and handling all incoming/outgoing mail and packages. Process invoices and create funding requests using internal platforms Assist on adhoc projects and provide backup coverage for other administrative assistants, as needed

Requirements

Experience supporting multiple senior professionals including heavy calendars management and phone coverage
Must be flexible covering different managers' as group grows or changes
Experience working in the financial services industry (5-10 years)
College Degree Preferred (or 5+ years of relative corporate experience preferred)
Excellent communication, writing, judgment, and problem-solving skills
Strong attention to detail as well as solid organization/time management skills
Must be an enthusiastic and positive team player who is willing to help out and work well with others
Able to work in a fast-paced environment and handle multiple tasks concurrently
Proficient in the Microsoft Office suite especially PowerPoint, Excel and Outlook for email, calendar and contacts
Knowledge of O365 and Microsoft Teams a plus
Ability to be proactive and keep current with office procedures and technical training as well as all policy guidelines and compliance requirements
Solid typing skills (60+ wpm)

Nice To Haves

Experience and knowledge of CSTO, Concur, SharePoint, Fieldglass and Ariba a plus

Responsibilities

Act as first point of contact for inbound and outbound phone calls for managers, applying discretion and judgement when dealing with sensitive information
Understand the important clients/colleagues of each manager, take accurate messages and stay informed of manger's whereabouts
Interface with various departments to collect information, respond to requests and obtain services on behalf of managers
Maintain managers calendars via Outlook which includes scheduling meetings/ conference calls, addressing meeting conflicts and assisting with hosting video conferences
Plan and organize internal events including event registrations, conference room reservations, multimedia support, and catering requests
Arrange all aspects of domestic and international travel which includes booking flights, providing travel itinerary, arranging hotels and car service, assisting with international travel requirements (ie, visas, entry letters)
Prepare and submit expense reports on a timely basis for travel or business-related expenses, follow up on discrepancies and missing receipts to keep balances current.
Create, edit and format documents using Microsoft Office Suite and Adobe Pro
Collaborate and gather documents for upload onto internal and regulatory systems or for printing and binding, if necessary
Manage team's shared sites such as Microsoft Teams, SharePoint and other collaborative sites.
Support your dedicated team by assisting with the onboarding/offboarding of contingent workers and employees, creating and maintaining mail groups, ordering office supplies, receiving guests/visitor and handling all incoming/outgoing mail and packages.
Process invoices and create funding requests using internal platforms
Assist on adhoc projects and provide backup coverage for other administrative assistants, as needed