Institutional Equities Division - Executive Assistant
POSTING DATE: Dec 10, 2024
PRIMARY LOCATION: Americas-United States of America-New York-New York
JOB: Administrative Support
EMPLOYMENT TYPE: Full Time
JOB LEVEL: Non-Exempt
The Executive Assistant will be responsible for performing an array of administrative functions requiring confidentiality, initiative and sound decision making for the executive and his/her team. You will provide high-level administrative support by periodically providing research, preparing reports, handling information requests, and performing clerical functions such as preparing correspondence, receiving visitors, arranging conference calls, travel arrangements, and scheduling meetings.
Additionally, the ability to interact with staff (at all levels) in a fast paced environment, remaining flexible, proactive, resourceful and efficient, with a high level of professionalism is crucial to this role. You should demonstrate experience in developing relationships as well as experience in handling the administrative and executive support related tasks with minimal supervision. You will need to adapt procedures, processes and techniques to the completion of assignments and in line with the department's activities and goals.
Extensive telephone coverage, answer phones, take accurate messages, know executives’ whereabouts at all times, handle urgent/confidential calls with appropriate judgment
Heavy client interaction with high-level executives; act as liaison with clients and their assistants
Maintain executives’ calendar, schedule all meetings and conference calls, field e-mails and phone calls requesting meetings, handle meeting conflicts and prioritization issues
Technical Proficiencies: Microsoft Office Applications, Excel, PowerPoint, Virtual Video Conferencing (Zoom, WebEx, Teams)
Coordinate all related conference rooms including any catering, audio/videoconference set up
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
Prepare all itineraries
Prepare and submit all expense reports on a timely basis
Maintain filing system, correspondence, documents
Navigate Firm’s resources, interface with various departments on behalf of executives to collect information, respond to requests, obtain services
Miscellaneous support: setup and maintain mail groups, keep orderly, fully-functioning work area
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 handle new responsibilities as group grows dynamically
Financial Services experience a plus
Expected base pay rates for the role will be between $90,000 and $125,000 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.
Morgan Stanley's goal is to build and maintain a workforce that is diverse in experience and background but uniform in reflecting our standards of integrity and excellence. Consequently, our recruiting efforts reflect our desire to attract and retain the best and brightest from all talent pools. We want to be the first choice for prospective employees.
It is the policy of the Firm to ensure equal employment opportunity without discrimination or harassment on the basis of race, color, religion, creed, age, sex, sex stereotype, gender, gender identity or expression, transgender, sexual orientation, national origin, citizenship, disability, marital and civil partnership/union status, pregnancy, veteran or military service status, genetic information, or any other characteristic protected by law.
