Executive Assistant (Global Client Coverage)

Executive Assistant

Morgan Stanley is a leading global financial services firm providing a wide range of investment banking, securities, investment management and wealth management services. Together, we share a common set of values rooted in integrity, excellence and strong team ethic. Morgan Stanley 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.

The Integrated Firm Client Coverage (IFCC) team, which sits within Integrated Firm Management, is responsible for identifying and facilitating cross-business opportunities across Morgan Stanley's wealth and investment management and institutional divisions.

Job Responsibilities

As an Executive Assistant, you'll be expected to provide administrative support to a senior Managing Director of the division and perform the following duties:

• 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

Qualifications

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). 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. Japanese language skills preferred. Ability to be proactive and keep current with office procedures and technical training as well as all policy guidelines and compliance requirements. Experience and knowledge of CSTO, Concur, SharePoint, Fieldglass and Ariba a plus. Solid typing skills (60+ wpm)

At Morgan Stanley, we raise, manage and allocate capital for our clients helping them reach their goals. We do it in a way that's differentiated and we've done that for 90 years. Our values - putting clients first, doing the right thing, leading with exceptional ideas, committing to diversity and inclusion, and giving back - aren't just beliefs, they guide the decisions we make every day to do what's best for our clients, communities and more than 80,000 employees in 1,200 offices across 42 countries. At Morgan Stanley, you'll find an opportunity to work alongside the best and the brightest, in an environment where you are supported and empowered. Our teams are relentless collaborators and creative thinkers, fueled by their diverse backgrounds and experiences. We are proud to support our employees and their families at every point along their work-life journey, offering some of the most attractive and comprehensive employee benefits and perks in the industry. There's also ample opportunity to move about the business for those who show passion and grit in their work.

Expected base pay rates for the role will be between $70,000 and $115,000 USD per year at the commencement of employment. However, base pay if hired will be determined on an individualized basis and is only part of the total compensation package, which, depending on the position, may also include commission earnings, incentive compensation, discretionary bonuses, other short and long-term incentive packages, and other Morgan Stanley sponsored benefit programs.

Morgan Stanley is an equal opportunity employer committed to building and maintaining a workforce that is diverse in experience and background. Our recruiting efforts reflect our strong commitment to a culture of inclusion, where individuals are hired, developed, and advanced based on their skills and talents.

Our workforce reflects a broad cross-section of the global communities in which we operate, bringing a variety of backgrounds, talents, perspectives, and experiences.