Administrative Assistant

Morgan Stanley is a leading global financial services firm providing a wide range of investment banking, securities, investment management and wealth management services. The Firm's employees serve clients worldwide including corporations, governments and individuals from more than 1,200 offices in 43 countries. 

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. 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. 

Institutional Equity Division

Morgan Stanley’s Institutional Equity Division (IED) is a world leader in the origination, distribution and trading of equity, equity-linked and equity-derivative securities together with Prime Brokerage and Fund Administration services. The Division services a global Institutional client base providing clients with innovative product solutions that help to generate alpha within their portfolios.

Morgan Stanley Fund Services

Established in 2004, Morgan Stanley Fund Services (MSFS) is a global business within Institutional Equities Division (IED) that provides fund administration services for over $700billion in assets across 350+ hedge funds, private equity, and large family offices clients.  Our best-in-class offering includes accounting and investors services, portfolio analytics, middle-office functions, regulatory and financial reporting, and tax services.  Delivering these services to our clients and their investors is a diverse team of 1,400 highly skilled employees across the globe based in New York, London, Glasgow, Dublin, Mumbai, Bengaluru, and Hong Kong. Joining MSFS, you will discover a dynamic environment where every day it offers new opportunities for personal growth and innovation.  Here at MSFS your career isn’t just a job, it’s an incredible journey fueled by collaboration, challenge, and the chance to make a meaningful impact on our business, our clients, their investors, and the wider Morgan Stanley franchise.

Responsibilities

• Provide full administrative support to a senior Managing Director and their teams with their ad hoc needs

• Maintain Executive calendar in accordance with each Managing Director’s preference, including scheduling meetings and conference calls, fielding e-mail and phone call requests for meetings, proactively managing conflicts, and escalating accordingly

• Provide telephone coverage, including responding to inquiries, properly routing calls, and taking detailed messages. Use of good judgment with both internal and external clients

• Coordinate all related conference room needs, including any catering, audio/video conference set up

• Coordinate team/group dinners and outings, as needed

• Arrange all aspects of travel, including keeping Executives' travel profile up to date, managing travel approvals, arranging flights, hotels, rental car and sedan service, using agency and online services to manage currency exchange, and coordinating international data on corporate mobile

• Follow Firm and Internal Audit Department policy guidelines to manage expenses, including but not limited to monitoring travel, internal teambuilding, overtime meals, etc., managing Corporate American Express account payment, delinquency status, and Concur submissions, and preparing expense reports accurately and in a timely fashion

• Prepare presentation and meeting materials (e.g., copy, collate, and bind)

• Interface with various departments on behalf of Executives to navigate firm resources, collect information, respond to requests, and obtain services

• Provide backup support for Executive Assistant colleagues during vacation/sick days, and assist their managers as needed, with phone coverage and other office needs

• Provide miscellaneous administrative support, including setup and maintenance of mail groups, and maintaining an orderly, fully functioning work area for Executives

• Involvement in special projects as needed

• Act as office manager for the MSFS presence at 750 Seventh Avenue, NYC

  • Responsible for overseeing the daily operations of the office. This includes making sure everything functions efficiently

  • Assisting with NY new hires (onboarding/offboarding)

  • Process invoices in the SMAART system, resolving invoice issues and assist with special requests

  • Liaison with IT to resolve tech issues

  • Assisting with various high level projects, overseeing NY space (seating)