Job description
IM Legal Admin
Job Number:
3231969
POSTING DATE: Feb 17, 2023
PRIMARY LOCATION: Americas-United States of America-New York-New York
EDUCATION LEVEL: Bachelor's Degree
JOB: Other
EMPLOYMENT TYPE: Full Time
JOB LEVEL: Executive Assistant
DESCRIPTION
> 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
Role will require in office attendance at least 3 days/week
> 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
Role will require in office attendance at least 3 days/week
QUALIFICATIONS
> Experience supporting multiple senior professionals including heavy calendars management and phone coverage
> Must be flexible covering different managers' as group grows or changes
> Experience working in the financial services industry (5-10 years)
> College Degree Preferred (or 5+ years of relative corporate experience preferred)
> Excellent communication, writing, judgment, and problem-solving skills
> Strong attention to detail as well as solid organization/time management skills
> Must be an enthusiastic and positive team player who is willing to help out and work well with others
> Able to work in a fast-paced environment and handle multiple tasks concurrently
> Proficient in the Microsoft Office suite especially PowerPoint, Excel and Outlook for email, calendar and contacts
> Knowledge of O365 and Microsoft Teams a plus
> Ability to be proactive and keep current with office procedures and technical training as well as all policy guidelines and compliance requirements
> Experience and knowledge of CSTO, Concur, SharePoint, Fieldglass and Ariba a plus
> Solid typing skills (60+ wpm)
> Must be flexible covering different managers' as group grows or changes
> Experience working in the financial services industry (5-10 years)
> College Degree Preferred (or 5+ years of relative corporate experience preferred)
> Excellent communication, writing, judgment, and problem-solving skills
> Strong attention to detail as well as solid organization/time management skills
> Must be an enthusiastic and positive team player who is willing to help out and work well with others
> Able to work in a fast-paced environment and handle multiple tasks concurrently
> Proficient in the Microsoft Office suite especially PowerPoint, Excel and Outlook for email, calendar and contacts
> Knowledge of O365 and Microsoft Teams a plus
> Ability to be proactive and keep current with office procedures and technical training as well as all policy guidelines and compliance requirements
> Experience and knowledge of CSTO, Concur, SharePoint, Fieldglass and Ariba a plus
> Solid typing skills (60+ wpm)
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.
Morgan Stanley is an equal opportunity employer committed to diversifying its workforce (M/F/Disability/Vet).
Expected base pay rates for the role will be between $60,000.00 and $105,000.00 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.
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