Senior Administrative Assistant

Morgan Stanley•Portland, OR

About The Position

Morgan Stanley is a leading global financial services firm. The Institutional Consulting Solutions (ICS) business, part of Morgan Stanley Wealth Management Client Segments, provides consulting services and solutions to institutional investors. The Fiduciary Consulting Group (FCG) is a specialized business within ICS that provides bespoke investment consulting and fiduciary solutions to institutional clients. The FCG team is seeking a self-driven Senior Administrative Assistant with prior support experience to assist retirement plan consultants and internal staff with day-to-day operations. This role involves performing complex clerical and administrative functions in support of those engaged in the sale and service of institutional clients. The Senior Administrative Assistant is expected to act as a culture carrier for the firm's core values, offering opportunities to learn about the business at a high level and grow skill sets. Exceptional writing and organizational skills are essential for composing, drafting, and editing correspondence and presentations.

Requirements

High School Diploma/Equivalency is a minimum requirement
Minimum of three years’ experience in a support administration role
Advance level knowledge of Microsoft Office Suite (Word, Excel, Outlook, PowerPoint, Teams)
Familiarity with customer relationship management software like Salesforce
Excellent verbal and written communication skills, including telephone coverage
Strong time management skills
Exceptional interpersonal and client service skills
Detail oriented with superior organization skills
Ability to prioritize work
Team player with the ability to collaborate with others
Ability to work in a fast-paced evolving environment
Adaptable and ability to multi-task
Proactive or self-starter
Ability to be discreet and maintain confidentiality on sensitive matters

Responsibilities

Provide administrative support for senior consultants with strong ability to multi-task
Manage multiple calendars and schedule client, prospect and vendor in-person/video conference meetings
Manage consultant tasks as it relates to external client meeting dates - communicate to staff to ensure deadlines are met
Make airline, hotel and vehicle rental reservations using Morgan Stanley internal firm approved tools and processes
Manage Travel & Entertainment (T&E) and Events and Conferences (EnC) expenses requests to ensure compliance with Firm policy utilizing online business systems
Prepare meeting agendas, client materials prep, letters, and executive travel documents for client meetings
Print and ship client materials in advance of client meetings
Compose written communications including outgoing correspondence, emails, presentations, forms, etc.
Troubleshoot educational or logistics-oriented client questions as needed
As relevant, support client contact information maintenance in Morgan Stanley systems
Perform administrative functions for the local office at large, including telephone coverage, reception coverage, other internal meeting coordination as well as file & calendar maintenance
Serve as point of contact for local office facilities management and maintain up-to-date office utilization information in the internal firm system
Office management efforts, including maintaining office supplies, ordering business cards & stationary or client report materials, support business continuity plans and act as key contact for the associated Rapid Notification System
Provide back up support to other members of administrative coverage team as needed
Help to track local site office and desk assignments, maintain capacity or usage data in Morgan Stanley real estate systems
Other duties and special projects as assigned