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 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.

• Provide full administrative support to a senior Managing Director while also assisting three other Managing Directors, and their teams with their ad hoc needs
• Maintain Executive calendar in accordance with each Managing Director's preference, including scheduling meetings and conference calls, fielding e-mail and phone call requests for meetings, proactively managing conflicts, and escalating accordingly
• Providing telephone coverage, including responding to inquiries, properly routing calls, and taking detailed messages. Use of good judgment with both internal and external clients
• Coordinate all related conference room needs, including any catering, audio/video conference set up
• Coordinate team/group dinners and outings, as needed
• Arrange all aspects of travel, including keeping Executives' travel profile up to date, managing travel approvals, arranging flights, hotels, rental car and sedan service, using agency and online services to manage currency exchange, and coordinating international data on corporate mobile
• Follow Firm and Internal Audit Department policy guidelines to manage expenses, including but not limited to monitoring travel, internal teambuilding, overtime meals, etc., managing Corporate American Express account payment, delinquency status, and Concur submissions, and preparing expense reports accurately and in a timely fashion
• Prepare presentation and meeting materials (e.g., copy, collate, and bind)
• Interface with various departments on behalf of Executives to navigate firm resources, collect information, respond to requests, and obtain services
• Provide backup support for Executive Assistant colleagues during vacation/sick days, and assist their managers as needed, with phone coverage and other office needs
• Provide miscellaneous administrative support, including setup and maintenance of mail groups, and maintaining an orderly, fully functioning work area for Executives
• Involvement in special projects as needed

• At least four years' relevant experience would generally be expected to find the skills required for this role
• Excellent verbal and written communication skills with a strong attention to detail
• Strong problem-solving, organizational and time management skills
• An enthusiasm for being a team player who is willing to help and collaborate with colleagues
• Ability to work in a fast-paced environment and handle multiple tasks concurrently
• Flexibility to cover different groups