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Administrative Assistant

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Morgan Stanley

1mo ago

  • Job
    Full-time
    Mid Level
  • People, HR & Administration
    Business, Operations & Strategy
  • New York

AI generated summary

  • You need a degree or equivalent, 3+ years admin experience, strong organizational skills, proficiency in Microsoft Office, and familiarity with Concur, SharePoint, and Ariba. Flexibility and proactivity are key.
  • You will manage calendars, travel logistics, expense reports, document preparation, and office supplies, while providing support for meetings, events, and onboarding.

Requirements

  • Bachelor’s Degree, Associate’s Degree or equivalent experience
  • 3+ years of prior administrative experience, administrative assistance experience preferred
  • Investment management industry experience preferred but not required
  • Experience supporting multiple senior professionals including heavy calendar management and travel
  • Great ability for task prioritization in fast-paced environment
  • Attention to detail, follow-up with a sense of urgency, and strong organizational skills are essential
  • Experience and strong knowledge of Concur for expense management, SharePoint and Ariba a plus
  • Proficiency in Microsoft Office, specifically with Outlook. Presentation experience highly desired
  • Flexible attitude with the willingness to take on new assignments
  • Self-starter and proven ability to act proactively

Responsibilities

  • Administrative support including travel logistics, calendar management, expense management, team meeting preparation and follow-up coordination
  • Arrange all aspects of travel which includes booking flights, providing travel itinerary, arranging hotels and car service, assisting with international travel requirements, as needed
  • Proactively manage calendars via Outlook which includes scheduling meetings, conference calls, addressing meeting conflicts, assisting with hosting Zoom meetings, room reservations and material preparation
  • 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
  • Support regular needs relative to internal business strategy and assist in the production of high-quality documents and presentations
  • Manage other administrative activities including maintenance and distribution of reports, management of email distributions, technology requests, preparing copies, ordering office supplies, coordinating equipment needs, reviewing/distributing incoming and outgoing mail and packages and greeting guests
  • Purchase and send client gifts, set up lunch and dinner reservations and organize social events
  • Assist with ad hoc projects and provide backup coverage for other administrative assistants, as needed
  • Process invoices and create funding requests using internal platforms
  • Support team by assisting with the onboarding/offboarding of employees
  • Other duties may be assigned to meet the business needs

FAQs

What is the primary role of the Administrative Assistant at Morgan Stanley Investment Management?

The primary role of the Administrative Assistant is to provide dedicated support to the Alternatives Sales and Distribution Management Teams by managing administrative tasks such as travel logistics, calendar management, and expense management.

What qualifications are required for the Administrative Assistant position?

A Bachelor’s Degree, Associate’s Degree, or equivalent experience is required, along with 3+ years of prior administrative experience. Investment management industry experience is preferred but not required.

Are there opportunities for team contributions in this role?

Yes, there is a great opportunity for team/department contribution for those looking for a dynamic, professional, and fun work environment.

What type of administrative tasks will I be responsible for?

Responsibilities include managing calendars, booking travel, preparing expense reports, supporting document production, maintaining reports, and coordinating social events among others.

Is experience in the investment management industry preferred for this position?

Yes, experience in the investment management industry is preferred but not mandatory.

What software skills are required for this position?

Proficiency in Microsoft Office, especially Outlook, is required. Experience with Concur for expense management, SharePoint, and Ariba is a plus.

What is the expected salary range for the Administrative Assistant position?

The expected base pay rates for the role will be between $90,000 and $100,000 per year at the commencement of employment, although this can vary based on individual qualifications.

Will there be any training or support for new employees?

Yes, there will be support in onboarding and training for new employees, ensuring they are well-integrated into the team.

How does Morgan Stanley approach diversity and inclusion?

Morgan Stanley is committed to maintaining a diverse workforce and fostering a culture that values diverse perspectives and individual intellect, reflecting its core values in all aspects of the organization.

Is there room for advancement within the Administrative Assistant role?

While this job primarily focuses on administrative support, Morgan Stanley fosters a culture of career growth and advancement opportunities within the organization.

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Morgan Stanley

Finance
Industry
10,001+
Employees
1935
Founded Year

Mission & Purpose

Morgan Stanley mobilizes capital to help governments, corporations, institutions and individuals around the world achieve their financial goals. For over 85 years, the firm’s reputation for using innovative thinking to solve complex problems has been well earned and rarely matched. A consistent industry leader throughout decades of dramatic change in modern finance, Morgan Stanley will continue to break new ground in advising, serving and providing new opportunities for its clients. Morgan Stanley is committed to maintaining the first-class service and high standard of excellence that have always defined the firm. At its foundation are five core values — put clients first, do the right thing, lead with exceptional ideas, commit to diversity and inclusion, and give back — that guide its more than 70,000+ employees across 41 countries.