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E*TRADE from Morgan Stanley · 3 weeks ago

Administrative Assistant (Administrative Assistant) : Job Level - Non-Exempt

New York, New York, United States of America

Full-time

Onsite

Mid, Senior Level

$60K/yr - $105K/yr

5+ years exp

Morgan Stanley is a leading global financial services firm providing a wide range of investment banking, securities, investment management and wealth management services. As an administrative assistant, you'll be expected to provide administrative support to senior members of the division and perform a variety of tasks including managing calendars, organizing travel, and supporting internal events.

BankingFinanceFinancial Services

Responsibilities

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

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

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

Maintain managers calendars 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 (ie, 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 team's shared sites such as Microsoft Teams, SharePoint and other collaborative sites

Support your dedicated team by assisting with the onboarding/offboarding of contingent workers and employees, creating and maintaining mail groups, ordering office supplies, receiving guests/visitor 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

Qualification

Calendar managementMicrosoft Office SuiteTravel arrangementsFinancial services experienceDocument preparationTyping skillsProactive approachO365 knowledgeSharePoint knowledgeCSTO knowledgeConcur knowledgeFieldglass knowledgeAriba knowledgeCommunication skillsProblem-solving skillsTeam playerAttention to detailTime management