Executive Assistant - New York, NY

Morgan Stanley•New York, NY

1d•Onsite

About The Position

The Executive Assistant provides administrative support to senior members of the Non-Financial Risk Technology department. The group provides operational controls and surveillance capabilities to enhance the firm's resilience to threats and fraudulent behavior, and supports critical business functions including archival and records management, business continuity planning, and due diligence investigations. The role supports managers with calls, calendars, meetings, events, travel, expenses, document preparation, and collaborative sites. It also assists with employee and contingent-worker onboarding and offboarding, office supplies, visitors, mail, ad hoc projects, and backup coverage for other administrative assistants. The position is based in New York, NY, and is described as fully on-site, with a requirement to attend the office at least three days per week. The contract duration is 12 months.

Requirements

Experience supporting multiple senior professionals, including heavy calendar management and phone coverage.
Flexibility to cover different managers as the group grows or changes.
Excellent communication, writing, judgment, and problem-solving skills.
Strong attention to detail and solid organization and time-management skills.
Enthusiastic, positive team player willing to help and work well with others.
Ability to work in a fast-paced environment and handle multiple tasks concurrently.
Proficiency in Microsoft Office, especially PowerPoint, Excel, and Outlook for email, calendar, and contacts.
Ability to be proactive and keep current with office procedures, technical training, policy guidelines, and compliance requirements.
Solid typing skills.

Nice To Haves

Experience in the financial services industry.
College degree or five years of relative corporate experience.
Knowledge of O365 and Microsoft Teams.
Experience and knowledge of CSTO, Concur, SharePoint, Fieldglass, and Ariba.

Responsibilities

Act as the first point of contact for managers' inbound and outbound calls, using discretion and judgment with sensitive information.
Understand managers' important clients and colleagues, take accurate messages, and stay informed of managers' whereabouts.
Interface with departments to collect information, respond to requests, and obtain services on managers' behalf.
Manage managers' Outlook calendars, including scheduling meetings and conference calls, resolving conflicts, and helping host video conferences.
Plan and organize internal events, registrations, conference-room reservations, multimedia support, and catering requests.
Arrange domestic and international travel, including flights, itineraries, hotels, car service, and international travel requirements such as visas and entry letters.
Prepare and submit expense reports promptly, follow up on discrepancies and missing receipts, and keep balances current.
Create, edit, and format documents using Microsoft Office Suite and Adobe Pro.
Help manage the team's shared sites, including Microsoft Teams, SharePoint, and other collaborative sites.
Assist with onboarding and offboarding contingent workers and employees, create and maintain mail groups, order office supplies, receive guests and visitors, and handle incoming and outgoing mail and packages.
Assist with ad hoc projects and provide backup coverage for other administrative assistants as needed.
Attend the office at least three days per week.