Executive Assistant (Global Client Coverage)

Morgan Stanley is a leading global financial services firm providing a wide range of investment banking, securities, investment management and wealth management services.

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.

Department Profile The Integrated Firm Client Coverage (IFCC) team, which sits within Integrated Firm Management, is responsible for identifying and facilitating cross-business opportunities across Morgan Stanley’s wealth and investment management and institutional divisions.

Role will require in office attendance 5 days/week Job Responsibilities As an Executive Assistant, you’ll be expected to provide administrative support to a senior Managing Director of the division and perform the following duties:

Act as first point of contact for inbound and outbound phone calls, applying discretion and judgement when dealing with sensitive information

Understand the important clients/colleagues, take accurate messages and stay informed of manager’s whereabouts

Interface with various departments to collect information, respond to requests and obtain services on behalf of the manager

Maintain manager calendar via Outlook which includes scheduling meetings/ conference calls, addressing meeting conflicts and assisting with hosting video conferences

Plan and organize internal events including event registrations, conference room reservations, multimedia support, and catering requests

Arrange all aspects of domestic and international travel which includes booking flights, providing travel itinerary, arranging hotels and car service, assisting with international travel requirements (e.g., visas, entry letters)

Prepare and submit expense reports on a timely basis for travel or 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 Pro

Collaborate and gather documents for upload onto internal and regulatory systems or for printing and binding, if necessary

Manage shared sites such as Microsoft Teams, SharePoint and other collaborative sites.

Support the team by assisting with the onboarding/offboarding of contingent workers and employees, creating and maintaining mail groups, ordering office supplies, receiving guests/visitors and handling all incoming/outgoing mail and packages.

Process invoices and create funding requests using internal platforms

Assist on adhoc projects and provide backup coverage for other administrative assistants, as needed

Qualifications > Experience supporting senior executive including heavy calendar management and phone coverage

Must be flexible covering senior executive in different time zones given New York base and frequent Asia/Japan travel

Experience working in the financial services industry (5-10 years)

College Degree Preferred (or 5+ years of relative corporate experience preferred)

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

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

Must be an enthusiastic and positive team player who is willing to help out and work well with others

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

Proficient in the Microsoft Office suite especially PowerPoint, Excel and Outlook for email, calendar and contacts. Knowledge of Office 365 and Microsoft Teams a plus

Japanese language skills preferred

Ability to be proactive and keep current with office procedures and technical training as well as all policy guidelines and compliance requirements

Experience and knowledge of CSTO, Concur, SharePoint, Fieldglass and Ariba a plus

Solid typing skills (60+ wpm)

What You Can Expect From Morgan Stanley At Morgan Stanley, we raise, manage and allocate capital for our clients – helping them reach their goals. We do it in a way that’s differentiated – and…