Administrative Associate - Parametric

ABOUT MORGAN STANLEY
Morgan Stanley is a leading global financial services firm providing a wide range of investment banking, securities, wealth management and investment management services. With offices in more than 41 countries, the Firm's employees serve clients worldwide including corporations, governments, institutions and individuals. For further information about Morgan Stanley, please visit www.morganstanley.com.

ABOUT PARAMTERIC
Parametric is part of Morgan Stanley Investment Management, the asset management division of Morgan Stanley. We partner with advisors, institutions, and consultants to build portfolios focused on what's important to them and their clients. A leader in custom solutions for more than 30 years, we help investors access efficient market exposures, solve implementation challenges, and design multi-asset portfolios that respond to their evolving needs. We also offer systematic alpha and alternative strategies to complement clients' core holdings.

This role requires working in office 5 days a week.

ABOUT THE TEAM
The Office Administration Services Team main purpose is to support the Firm. The OAS Team consists of the Director of Office Management, Office Managers, Front Desk Associates, and the Print Coordinator who are in various Parametric offices, which are in Seattle, Minneapolis, Boston, and New York. The OAS Team works as a supportive and collaborative team, working together to support each office, as well as each other.

ABOUT THE ROLE
The Administrative Associate is responsible for operating the switchboard, greeting guests, and performing a variety of administrative duties. This position also serves as a contributing member to the Office Administrative Services team.

PRIMARY RESPONSIBILITIES

• Responsible for managing the switchboard, opening promptly at 7:30 am until 4:30 pm. Professionally administer calls and ensure they are redirected appropriately.
• Primary contact/greeter for all PPA visitors. Prepare for guests by creating their keycards and their temporary Wi-Fi accounts. Greet and interact with guests and all visitors in a professional, friendly, hospitable manner.
• Prepare and ship all outgoing materials; (US Mail, UPS, FEDEX) and receive, process, and log all incoming deliveries, sort and distribute incoming mail; (US Mail, UPS, FEDEX)
• Manage the schedule calendar(s) for conference rooms, schedule onsite meetings, and assist with all meetings/caterings
• Ensure that conference rooms are maintained daily by organizing and tidying them after meetings
• Maintain office security by following safety procedures and controlling access via the reception desk (monitor logbook, issue visitor badges, and alert building security of visitor arrival times)
• Handle the tasks of scanning and sending important document/checks, filing, and photocopying
• Complete all EDGs/ENCs and order all catering requests as well as coordinate delivery to meeting locations
• General upkeep of Commercial coffee machines and Bevi Water Stations
• Monitor printers on a bi-weekly basis - assess paper and toner needs, refill as needed. Report any issues or supply needs to Office Manager
• Coordinate details with Office Administrative Services team regarding special events
• Assist new hires by creating their keycards and conducting their new hire tour,
• Oversee all keycard records and deactivations
• Monitor kitchens and office supplies on multiple floors. Stock snacks, fresh fruit, dairy, and office supplies.
• Tidy and maintain a clean and organized reception area.
• Other duties may be assigned to meet the business needs.

JOB REQUIREMENTS

• 1+ years prior industry-related administrative experience or 2+ years customer service experience
• High school or equivalent matriculation required.
• Proven ability to organize and manage multiple priorities, meet deadlines, and follow through on projects.
• Exceptional communication skills
• Hands-on experience with office equipment (e.g., postage machines and printers)
• Proactive team member who can anticipate problems, events, and needs of employees and leaders throughout the office
• Must be client service oriented and demonstrate the ability to maintain a positive attitude
• Strong attention to detail; must demonstrate accuracy and thoroughness
• Highly reliable and timely to meet the needs of the switchboard and office opening practices.
• Proficient in Microsoft Outlook, PowerPoint, Word and Excel
• Strong attention to detail; must demonstrate accuracy and thoroughness
• Must be customer service oriented and possess excellent written and verbal communication skills.
• Ability to work autonomously and as part of a multi-disciplinary team
• Must be able to lift 25 lbs