As an Administrative Assistant, you will provide high-quality administrative support to senior members of the division and help ensure the smooth day-to-day operation of the team.
What you'll do in the role:
- Serve as the first point of contact for inbound and outbound calls for managers, applying discretion and sound judgment when handling sensitive information.
- Understand each manager's key clients and colleagues, take accurate messages, and stay informed of managers' schedules and whereabouts.
- Interface with various departments to collect information, respond to requests, and obtain services on behalf of managers.
- Maintain managers' calendars in Outlook, including scheduling meetings and conference calls, resolving conflicts, and assisting with video conferences.
- Plan and organize internal events, including event registration, conference room reservations, multimedia support, and catering requests.
- Arrange all aspects of domestic and international travel, including flights, itineraries, hotels, car service, and international travel requirements such as visas and entry letters.
- Prepare and submit expense reports in a timely manner for travel and business-related expenses; follow up on discrepancies and missing receipts to keep balances current.
- Create, edit, and format documents using Microsoft Office Suite and Adobe Acrobat Pro.
- Gather and organize documents for upload to internal and regulatory systems, or for printing and binding as needed.
- Manage shared team sites, including Microsoft Teams, SharePoint, and other collaboration platforms.
- Support the team with onboarding and offboarding contingent workers and employees, maintaining mail groups, ordering office supplies, receiving guests and visitors, and handling incoming and outgoing mail and packages.
- Process invoices and create funding requests using internal platforms.
- Assist with ad hoc projects and provide backup coverage for other administrative assistants as needed.
What you'll bring to the role:
- Experience supporting multiple senior professionals, including heavy calendar management and phone coverage.
- Flexible and adaptable, with the ability to support different managers as the group grows or changes.
- 5+ years of experience working in the financial services industry.
- College degree preferred, or five or more years of relevant corporate experience.
- Excellent communication, writing, judgment, and problem-solving skills.
- Strong attention to detail, organization, and time-management skills.
- Enthusiastic, positive team player who is willing to help and works well with others.
- Ability to work in a fast-paced environment and manage multiple tasks concurrently.
- Proficiency in Microsoft Office Suite, especially PowerPoint, Excel, Outlook email, calendar, and contacts.
- Knowledge of Microsoft 365 and Microsoft Teams is a plus.
- Proactive and committed to staying current with office procedures, technical training, policy guidelines, and compliance requirements.
- Experience with Concur, MyBooking, Sharepoint, and Ariba is a plus.
This role requires in-office attendance five days per week.
Expected base pay rates for the role will be between $70,000 and 115,000 per year at the commencement of employment. However, base pay if hired will be determined on an individualized basis and is only part of the total compensation package, which, depending on the position, may also include commission earnings, incentive compensation, discretionary bonuses, other short and long-term incentive packages, and other Morgan Stanley sponsored benefit programs.
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