Administrative Assistant (Administrative Assistant) : Job Level - Associate

Morgan Stanley is a leading global financial services firm providing a wide range of investment banking securities investment management and wealth management services. The Firms employees serve clients worldwide including corporations governments and individuals from more than 1200 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.

Department Profile
Professionals within Legal and Compliance provide a wide range of services to our business units. They might help to structure a complex and sensitive cross-border transaction; advise on a new product introduction; develop a training program or defuse an investor dispute. They preserve the firms invaluable reputation for integrity and protect the firm from sanctions with policies and procedures that meet regulatory requirements around the world. They also strive to maintain cooperative relationships with governmental policy makers and the regulatory and self-regulatory agencies that govern the firms businesses.
The successful candidate will actively assist in executing in-depth Offshored Compliance Quality Assurance (QA). This role will locally report into the COO and Head Quality Assurance.

Background on the Team
LCD Admin & Operations - Monitor and ensure timely closure of transfer and periodic entitlement reviews for US EMEA and APAC employees; and Support administrative and operational activities for Outside Counsel Management manage On-boarding process and resolve invoice payment exceptions for law firms who provide legal services in collaboration with Accounts Payable team.

Primary Responsibilities - Secretarial
Exclusive control of business schedule and diary management. Maintain calendars for Director / Team arrange internal and external meetings. Pro-actively ensure diaries do not have clashes use initiative to find resolutions and workarounds.
Extensive verbal and written interaction with external clients and internal colleagues.
Arrange all conference calls rooms AV equipment dial in numbers and video conference facilities both internal and external.
Co-ordinate and book all travel including flights hotels currency taxis etc within the Firmwide Expense Policy.
Ensure relevant agendas and itineraries are organized in advance for visiting MDs/Directors from other locations as well as provide admin support in terms of hotels workspace office access etc.
Process monthly expenses in a timely manner for the Reporting Manager as well as Team. Ensure these are processed quickly and efficiently and are within Firmwide policy. Pro-actively ensure these flows through the internal checking system.
Printing and collating all meeting documentation as required.
Provide admin support for any ad hoc team projects e.g. offsites on sites town halls social events etc and coordinating with relevant teams / support team for logistics.
Taking complete responsibility for onboarding of New Hirers in the team and coordinate with HR IT and other teams for their account creation desk PC setup and other admin support required.
Updating of Space Management system of workspace in the system.
Keep a track of Visitors and updating the Corporate Services team of their travel dates.
Provide secretarial assistance to officers outside of designated group when other member of the buddy group is out of the office due to sickness or holiday.
Build good working relationships with other Assistants both Domestically and Internationally within the team and within other business units - Upkeep of filing systems & Ad-hoc personal work Experience Required
Prior administrative or related experience minimum 5 years.
Excellent written verbal and interpersonal communication skills.
Attention to detail Flexible attitude and excellent judgment skills
Ability and willingness to manage multiple priorities in a professional manner
Highly service-oriented individual with the ability to work well both as an individual contributor and as part of a team.
Able to take independent initiative for action within areas of responsibility.
Highly trainable with ability to learn and open to taking on new projects.
Ability to use Microsoft Word Excel Powerpoint Outlook and other Microsoft applications.

Qualification - External - Skills required (Essential)
Maintain confidentiality on all aspects of workload
An experienced confident friendly outgoing people orientated personality required who is able to liaise with people on all levels to achieve work goals
Ability to be able to remain calm under pressure and deal with last minute changes to schedules effectively and efficiently
Pro-active /can do /Approach
Ability to use own initiative and judgement
Highly organized and capable of multi-tasking to meet deadlines
Good organizational skills and able to follow up outstanding items as necessary
Strong team player
Excellent time/priority management skills and communication skills

Skills Desired - Excellent communication skills
Flexibility and adaptability
Initiative
Attention to detail
Accuracy
Planning & coordinating
Responsibility
Team working
Professionalism
Decisiveness
Self-motivated
Understand Business Impact
Prioritization and time management
Client Relationship Management

Coverage - Monday to Friday from 9:00 AM to 6:00 PM. Coverage is dependent on business needs so flexibility on required finish time or full days coverage may be required during some Indian holidays

Morgan Stanley is an equal opportunities employer. We work to provide a supportive and inclusive environment where all individuals can maximise their full potential. Our skilled and creative workforce is comprised of individuals drawn from a broad cross section of the global communities in which we operate and who reflect a variety of backgrounds talents perspectives and experiences. Our strong commitment to a culture of inclusion is evident through our constant focus on recruiting developing and advancing individuals based on their skills and talents.

WHAT YOU CAN EXPECT FROM MORGAN STANLEY:

We are committed to maintaining the first-class service and high standard of excellence that have defined Morgan Stanley for over 89 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 opportunities employer. We work to provide a supportive and inclusive environment where all individuals can maximize their full potential. Our skilled and creative workforce is comprised of individuals drawn from a broad cross section of the global communities in which we operate and who reflect a variety of backgrounds talents perspectives and experiences. Our strong commitment to a culture of inclusion is evident through our constant focus on recruiting developing and advancing individuals based on their skills and talents.