Executive Assistant/Senior 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.

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 ethics. 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.

Job Responsibilities:

• Support Executives and their teams for Administrative needs

• Telephone coverage, answer phones, take accurate messages, handle urgent/confidential calls with appropriate judgment; back-up other lines, as needed, for bankers and colleagues

• Heavy client interaction with high-level executives; act as liaison with clients and their assistants

• Maintain executive calendar as needed; schedule meetings, conference calls, field e-mails and phone calls requesting meetings, handle meeting conflicts and prioritization issues

• Coordinate all related conference room needs, including any catering, audio/videoconference set up, with Receptionist

• Coordinate client dinners & outings, as needed

• Arrange all aspects of travel, keeping executives’ travel profile up-to-date, manage approvals for any travel, arrange flights, hotels, rental car and sedan service, currency exchange using agency and online services, international data on corporate mobile

• Prepare all itineraries

• Coordinate expense reimbursement, with the FID Expense team, on a timely basis

• Process Invoices for Vendors, Conferences, Sponsorships, Client dinners and Charity events

• Type correspondence, memos and presentations, prepare presentation and meeting materials; copy, collate, bind

• Maintain filing system, correspondence, documents and personal files for Managers

• Navigate Firm’s resources, interface with various departments on behalf of executives to collect information, respond to requests, obtain services

• Send and retrieve faxes

• Open and distribute Managers’ mail, sort and prioritize; arrange messenger and overnight package services

• Train new hires and temporary workers, on phones and all office routines/policy/procedures

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

• Miscellaneous support: setup and maintain mail groups, keep orderly, fully-functioning work area

• Handle personal work as directed.

Required Skills and Personal Attributes:

• Excellent communication, writing, judgment, and problem-solving skills

• Strong attention to detail as well as solid organization/time management skills

• Must be an enthusiastic, positive team player who is willing to help out and who works well with colleagues

• Able to work in a fast-paced environment and handle multiple tasks concurrently

• Flexible to covering different groups

Other Requirements:

• College Degree Preferred or Relative Corporate Experience preferred (5+ Years of Experience)

• Proficient in Microsoft Office applications, especially Outlook for email, calendar and contacts

• Other applications helpful include Excel, PowerPoint, internet and research tools

• Solid typing skills (60+ wpm)

• Keep up to date with office procedures and technical training as well as all policy guidelines & compliance requirements

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 best and the brightest, in an environment where you are supported and empowered. Our teams are relentless collaborators and creative thinkers, fueled by their div