IBD Executive Assistant - Center of Excellence, Alpharetta

Provide comprehensive administrative support to IBD Executive Directors, Vice Presidents, associates and analysts. Execute administrative duties as delegated by the coverage team in a client-facing front office environment.KEY INTERNAL/EXTERNAL CONTACTS Daily interaction with all levels of management and professionals throughout Morgan Stanley and our client network globally. PRIMARY RESPONSIBILITIES:Executive Representation·  Maintain and build rapport with clients and their assistants·  Demonstrate tact and good judgment in navigating and safeguarding confidential information and with handling material nonpublic information (MNPI)·  Demonstrate professional phone and written communication etiquette. Answer phones, take accurate messages·  Serve as the primary point of contact for internal and external constituencies on all matters pertaining to the banker. Prioritize and determine appropriate course of action, referral, or response, exercising judgement to reflect banker’s style and organization policy.·  Manage and appropriately prioritize multiple and competing demands within assigned shift·  Adapt to changes in deadlines and changes to assignments·  Be a resource for creating efficiencies when executing tasks and resolving problems using Firm resources and technologyCalendar Management·  Ownership of executives’ calendar, schedule all meetings, (in-person/virtual) and conference calls, handle meeting conflicts and escalate issues; manage the bankers internal Client Relationship database profile·  Update and maintain contacts via internal client database and OutlookConference Planning·  Coordinate conference rooms for meetings including ordering catering, multimedia etc.·  Coordinate logistics for closing dinners; client outings; virtual events; internal events·  Moderate/co-host virtual events using virtual conference management tools i.e. Zoom, WebExExpense Management·  Understand and properly apply policies to all expense activity including but not limited to travel arranging, client entertaining, meeting arrangement and overtime expenses·  Preparation expense reports accurately and in a timely fashion. Responsible for assisting bankers manage and maintain a current corporate card balanceTravel Arranging·  Arrange all aspects of travel (domestic and international), arrange flights, hotels, rental car and car service, visa applications, manage travel profiles and obtain necessary approvals·  Prepare all itineraries, internal and externalAdministrative·  Type correspondence, memos and presentations, help prepare presentation and meeting materials; coordinate with reprographics and mail services·  Maintain on-line folder management, correspondence, documents, and files for bankers·  Maintain orderly, fully functioning work area·  Provide backup support for colleagues during vacation/unplanned absences and assist their managers as needed with phone coverage, travel, and other needs·  Ad-hoc projects as requestedMinimum Requirements:Level of Education: High school diploma or GED required; College Degree Preferred Experience: 5+ Years Relative Corporate Experience Licenses/Certifications: None Required Technical Proficiency: Microsoft Office Applications (especially Outlook for email, calendar, and contacts), Excel, PowerPoint, internet. Virtual Video conferencing (Zoom, WebEx, etc.)Skills:·      Exceptional organizational skills: keep track of work while maximizing productivity·      Proper etiquette: effectively and respectfully communicate with internal and external stakeholders.·      Foresight and anticipation: recognize and solve problems before they escalate·      Multitasking: ability to complete a high volume of tasks without letting any fall through the cracks·      Resourceful: required to develop solutions and alternatives in time sensitive and high pressure situations·      Composure: ability to react with the appropriate level of urgency to situations and events that require quick response or turnaround·      Discretion: appropriately handle confidential information·      Team work: Act as a back up to colleagues in coverage group·      Service Minded AttitudeQualifications: ·      Conducting themselves at a high level of professionalism·      Effective multi-tasking in a fast-paced environment·      Experience in calendar management·      Experience coordinating domestic and international travel·      Experience using Concur or similar expense report creation tool·      Experience with client communication and building client relationships·