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Executive Assistant & Business Unit Admin

Morgan Stanley

Morgan Stanley (“MS)” is a leading global financial services firm providing a wide range of investment banking, securities, investment management, and wealth management services.

As a market leader, the talent and passion of our people is critical to our success. Together, we share a common set of values rooted in integrity, excellence and strong team ethic. MS can provide a superior foundation for building a professional career – a place for people to learn, to achieve and grow. A philosophy that balances personal lifestyles, perspectives and needs is an important part of our culture.

MS conducts its business through three principal business segments—Institutional Securities (ISG), Wealth Management (WM), and Investment Management (IM).

The U.S. Banks (the Banks) represent an important strategic asset for the Firm with opportunities to drive earnings and business growth across WM and ISG by offering lending solutions, cash management, and deposit products to deepen client relationships.

We are seeking a high potential candidate to provide executive administrative support for the US Banks.

Executive Assistant Responsibilities – For assigned Managing Directors and their teams

  • Provide excellent telephone coverage including ability to manage priorities; handle urgent calls with professionalism and good judgment
  • Communicate effectively and professionally with executives, act as liaison with clients and their assistants
  • Navigate firm effectively and efficiently by interfacing with various departments on behalf of executives to collect information, respond to requests and coordinate meetings
  • Handle executive mail including pre-sorting and prioritizing mail and responding to immediate and urgent requests
  • Manage business travel – book travel arrangements and coordinate out-of-town meetings
  • Expense management – Process, submit and manage for coverage teams
  • Travel & Entertainment expenses
  • Event pre-approval and post-closure actions
  • Vendor invoices
  • Arrange large group in person and virtual meetings – coordinate availability with required participants; reserve meeting rooms, secure call-in numbers; arrange special meeting facilities; send meeting confirmation emails; prepare and distribute meeting materials
  • Arrange department events – reserve space, coordinate catering and distribute meeting materials
  • Provide overall assistance to related coverage teams
  • Set-up and maintain mail groups
  • Maintain executive files such as correspondence files, document files and office files
  • Responsible for additional miscellaneous administrative activities including, but not limited to preparation of copies; sending/receiving faxes/scans; maintaining orderly, fully functioning work area for executives and their staff; various projects
  • Monitor approval queue for various requests
  • Maintain agenda / invitations for weekly staff meetings

Business Unit Admin Responsibilities – For assigned US Banks locations

  • Manage US Banks footprint to ensure seat assignments reflect the current state and a clean workspace is maintained
  • Update monthly occupancy reports to reflect departmental changes (i.e. new hires, transfers, resignations)
  • Maintain and allocate hotel seats
  • Manage the onboarding of new hires & transfers including desk/office assignment, set up, login credentials, name plates
  • Request Virtual desktops, SecureID’s, Corp/BYOD Mobile devices
  • Properly dispose or securely file documents for employees who are no longer with the Firm
  • Open tickets to address any technology, voice related or facilitates issues and follow through until resolution
  • Help coordinate large scale floor restack / move requests
  • Manage office supplies – replace when running low and process new requests

Qualifications

Experience

  • Minimum of 10 years of experience in an executive administration role preferred

Skills Required

  • Organized and keen attention to detail
  • Meticulous follow-up and follow through skills
  • Ability to adapt to changing priorities, work under tight timelines, multi-task and execute in a fast-paced dynamic environment
  • Self-motivated and hardworking
  • Strong sense of ownership and accountability for work
  • Strong interpersonal collaboration and team skills including working with cross-functional teams
  • Proven flexibility, adaptability and reliability
  • Excellent time and project management skills
  • Strong written and verbal communication skills
  • Ability to maintain poise, presence and professionalism and exhibit solid judgment
  • Fluency with MS Office tools (Word, Excel, Power Point, SharePoint, Outlook, Teams) and Zoom

Expected salary:

Job date: Sun, 03 Jul 2022 07:32:14 GMT

Executive Assistant & Business Unit Admin

To apply for the job click here

Executive Assistant & Business Unit Admin

To apply for the job click here

Contact us

Morgan Stanley

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