Administrative Assistant

Morgan Stanley (“MS”) is a global financial services firm that conducts its business through three principal business segments—Institutional Securities, Wealth Management, and Asset Management. Wealth Management provides comprehensive financial advice and services to its clients including brokerage, investment advisory, financial and wealth planning, credit & lending, deposits & cash management, annuities, insurance, retirement, and trust services.

We are seeking a high potential candidate to join our National Sales Team in the Private Banking Group. The Administrative Assistant will be responsible for performing an array of administrative functions requiring confidentiality, excellent organizational skills, initiative, and sound decision making. The candidate will provide high-level administrative support by periodically providing research, preparing reports as needed, handling information requests, and performing clerical functions such as preparing correspondence, receiving visitors, managing expenses, arranging conference calls, travel arrangements, and scheduling meetings.

 Additionally, the ability to interact with staff at all levels, remaining flexible, being proactive, resourceful, and efficient, with a high level of professionalism is crucial to this role. You should demonstrate experience in developing relationships in a highly matrixed organization as well as experience in handling the administrative and executive support related tasks with minimal supervision. You will need to adapt procedures, processes, and techniques to the completion of assignments and in line with the department's activities and goals.

Job Description/Position Responsibilities    

• Handle business travel and expense reimbursement process with responsibility for booking travel arrangements and submitting expense reimbursements.

• Strong understanding of all office technology and advanced knowledge of Microsoft Office products, particularly Word, Excel, PowerPoint, and Outlook.

• Maintain calendar including but not limited to scheduling/rescheduling meetings by partnering and coordinating with internal and external constituents; reserving meeting rooms, securing call-in numbers; arranging special meeting facilities; sending meeting confirmation emails; preparing and distributing meeting materials.

• Provide excellent telephone coverage; handle urgent calls with professionalism and good judgment. 

• Manage all administrative activities including, but not limited to preparation of copies; supply management; sending/receiving faxes; and maintaining orderly communications for the direct manager (s).

• Navigate firm effectively and efficiently by interfacing with various departments on behalf of team to collect information, respond to requests and coordinate meetings.

• Assist with creation and maintenance of reports on an as-needed basis.

Experience:

• Minimum of 5 years of experience in an administrative role within Financial Services preferred

• Software proficiency with Microsoft Office (e.g., Word, Excel, PowerPoint, Outlook)

• Knowledge of general office procedures (e.g., filing, correspondence, scheduling, expenses, calendar)

• Excellent telephone etiquette

• Superior oral and written communication skills

• Tact and good judgment in confidential situations and proven experience interacting with senior management

• Ability to adapt procedures, processes, and techniques to the completion of assignments

Skills/Abilities:

• Ability to maintain poise, presence, professionalism and exhibit solid judgment

• Strong written and verbal communication skills

• Possess solid client-focused and collaboration skills in a team environment

• Being able to multi-task in a fast-paced environment

• Must be self-motivated and hard working with ability to handle changing priorities

• Excellent time and project management skills

• Effective interpersonal skills and Adaptable team player

WHAT YOU CAN EXPECT FROM MORGAN STANLEY:

We are committed to maintaining the first-class service and high standard of excellence that have defined Morgan Stanley for over 89 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 bes