Investment Banking Executive Assistant - San Francisco

Executive Assistant

We are seeking a highly organized, proactive, and resourceful Executive Assistant to support senior professionals in a fast-paced, client-facing environment. This role requires strong judgment, attention to detail, and the ability to manage competing priorities with minimal direction. The ideal candidate anticipates needs, handles sensitive information with discretion, and performs effectively under tight deadlines.

Key Responsibilities

Executive and Calendar Management

• Manage complex, frequently changing calendars for multiple senior professionals, resolving conflicts and prioritizing effectively.
• Coordinate internal and external meetings, calls, and video conferences across time zones.
• Schedule global meetings, often on short notice, ensuring strong attendance and smooth execution.
• Proactively monitor schedules, including travel and key commitments.

Client and Stakeholder Coordination

• Act as a primary point of contact for clients, senior leaders, and internal partners.
• Coordinate recurring and ad hoc meetings with external stakeholders, including their assistants.
• Manage logistics, invitations, and materials using internal systems and administrative AI tools to improve efficiency.
• Handle confidential communications with professionalism and discretion.

Communication and Administrative Support

• Provide phone coverage, screen calls, and manage urgent matters with sound judgment.
• Draft, edit, and prepare correspondence, presentations, and reports.
• Manage incoming communications (email, mail, requests), ensuring timely follow-up and prioritization.
• Maintain organized records and documentation.
• Use administrative AI tools to streamline document preparation, communication, and task tracking.

Meeting and Event Coordination

• Coordinate meeting logistics, including space, technology, and catering.
• Organize client events, team activities, and business functions.
• Prepare and distribute agendas and materials.

Travel and Expense Management

• Arrange domestic and international travel, including approvals, flights, hotels, and transportation.
• Prepare itineraries and maintain accurate travel profiles.
• Process expense reports accurately and on time, resolving issues as needed.

Operational and Team Support

• Partner with internal teams to resolve issues and obtain information.
• Conduct research to support business activities.
• Provide coverage for team members and adapt to changing priorities.
• Assist with onboarding and training of temporary staff.
• Support special projects and additional responsibilities as needed.

Qualifications

Required Skills and Experience

• 3+ years of executive assistant or similar experience in a fast-paced professional environment.
• Strong organizational, multitasking, and time management skills.
• Ability to work independently, anticipate needs, and exercise sound judgment.
• Excellent verbal and written communication skills.
• Experience supporting multiple senior stakeholders with complex scheduling needs.
• High attention to detail and accuracy.
• Professional demeanor with discretion in handling confidential information.
• Flexible and adaptable to shifting priorities.

Technical Skills

• Advanced proficiency in Microsoft Outlook, including calendar management.
• Strong working knowledge of Word, PowerPoint, and Excel.
• Experience with video conferencing, travel and expense systems, and administrative tools.
• Experience utilizing AI-enabled workplace tools (e.g., Microsoft Copilot, ChatGPT Enterprise, Gemini, or similar approved platforms) to enhance productivity and workflow management, with demonstrated, real-world application, is a plus.

Education

• Bachelor's degree preferred; equivalent experience considered.
• High School Diploma or GED required.

What You Can Expect From Morgan Stanley:

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 $65,000 and $125,000 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.

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