Administrative Assistant, Institutional Equity Division

Company Profile

Primary Responsibilities

Provide ongoing administrative support to assigned Business Unit stakeholders (Coverage) including:

• Communication & Phone Support

  • Manage telephone coverage including answering calls taking accurate messages and handling urgent or confidential matters with discretion

  • Provide backup coverage for colleagues lines as required
    

• Calendar & Meeting Coordination

  • Maintain and manage calendars including scheduling meetings and conference calls

  • Resolve scheduling conflicts and prioritize competing demands

  • Coordinate meeting logistics including booking conference rooms and arranging audio/video conferencing
    

• Event & Department Support

  • Support departmental initiatives and events

  • Prepare and organize meeting and presentation materials (copying collating binding as required)
    

• Travel & Expense Management

  • Arrange all aspects of business travel including maintaining up-to-date travel profiles

  • Book flights accommodation and ground transportation (car rental taxis)

  • Prepare detailed travel itineraries

  • Submit expense reports in a timely manner; follow up on discrepancies and missing receipts to ensure accuracy
    

• Administrative & Operational Support

  • Liaise with internal departments and navigate firm resources to respond to requests and obtain services on behalf of Coverage

  • Set up and maintain distribution (mail) groups

  • Ensure an organized and efficient work environment
    

• Team Support & Coverage

  • Provide backup support to colleagues during absences (vacation/sick leave)

  • Contribute as part of a broader Assistant team
    

• Office & Visitor Management

  • Receive external visitors and arrange guest access via internal systems

  • Set up workspace for internal visitors including desk arrangements meetings and transportation

  • Order and manage stationery and office supplies

  • Assist with floor-wide desk moves and general administrative coordination
    

• International Travel Support

  • Arrange business travel including coordination with overseas offices and ensuring access requirements are met

Skills Required (Essential)

• Fluency in English and Japanese (spoken and written)

• Strong organizational and multitasking skills

• Ability to manage and follow up on multiple priorities and ongoing tasks

• Proven team player with willingness to support and collaborate across teams

• Proficiency in Microsoft Outlook Word Excel and PowerPoint

• Strong interpersonal and communication skills

• Excellent telephone etiquette

• Clear and effective verbal and written communication

• High degree of flexibility and problem-solving ability

• Comfort with and ability to learn web-based systems (e.g. expense management scheduling tools)

• Strong judgment and discretion in handling confidential matters

• Experience interacting with senior management

• Ability to adapt processes and approaches to meet business needs

Skills Desired

• Prior experience in an Administrative Assistant role

• Experience within the financial services industry

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 thats differentiated and weve done that for 90 years. Our values - putting clients first doing the right thing leading with exceptional ideas committing to diversity and inclusion and giving back - arent just beliefs they guide the decisions we make every day to do whats best for our clients communities and more than 80000 employees in 1200 offices across 42 countries. At Morgan Stanley youll find an opportunity to work alongside the best and the brightest in an environment where you are supported and empowered. Our teams are relentless collaborators and creative thinkers fueled by their diverse backgrounds and experiences. We are proud to support our employees and their families at every point along their work-life journey offering some of the most attractive and comprehensive employee benefits and perks in the industry. Theres also ample opportunity to move about the business for those who show passion and grit in their work.

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Morgan Stanley is an equal opportunity employer committed to building and maintaining a workforce that is diverse in experience and background. Our recruiting efforts reflect our strong commitment to a culture of inclusion where individuals are hired developed and advanced based on their skills and talents.

Our workforce reflects a broad cross-section of the global communities in which we operate bringing a variety of backgrounds talents perspectives and experiences.

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