Executive Assistant (Global Client Coverage)

Morgan Stanley • New York, NY

2d • $70,000 - $115,000 • Onsite

About The Position

Morgan Stanley is a leading global financial services firm. The Integrated Firm Client Coverage (IFCC) team, within Integrated Firm Management, is responsible for identifying and facilitating cross-business opportunities across Morgan Stanley’s wealth and investment management and institutional divisions. This role requires in-office attendance 5 days/week.

Requirements

• Experience supporting senior executive including heavy calendar management and phone coverage.
• Must be flexible covering senior executive in different time zones given New York base and frequent Asia/Japan travel.
• Experience working in the financial services industry (5-10 years).
• 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.
• 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

• College Degree Preferred (or 5+ years of relative corporate experience preferred).
• Knowledge of Office 365 and Microsoft Teams a plus.
• Japanese language skills preferred.
• 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, applying discretion and judgement when dealing with sensitive information.
• Understand the important clients/colleagues, take accurate messages and stay informed of manager's whereabouts.
• Interface with various departments to collect information, respond to requests and obtain services on behalf of the manager.
• Maintain manager calendar 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 (e.g., 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 shared sites such as Microsoft Teams, SharePoint and other collaborative sites.
• Support the team by assisting with the onboarding/offboarding of contingent workers and employees, creating and maintaining mail groups, ordering office supplies, receiving guests/visitors 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.

Benefits

• Comprehensive employee benefits and perks in the industry.
• Ample opportunity to move about the business for those who show passion and grit in their work.

What This Job Offers

• Job Type: Full-time
• Career Level: Executive
• Education Level: Associate degree