Overview
Investment Banking – Executive Assistant Jobs in New York, NY at Morgan Stanley
Title: Investment Banking – Executive Assistant
Company: Morgan Stanley
Location: New York, NY
Job Responsibilities:
• Telephone coverage, answer phones, take accurate messages, know executives’ whereabouts at all times, handle urgent/confidential calls with appropriate judgment; back-up other lines, as needed, for bankers and colleagues
• Able to work well remotely with banker when they are traveling
• Heavy client interaction with high-level executives; act as liaison with clients and their assistants
• Maintain executives’ calendar, schedule all meetings and conference calls, field e-mails and phone calls requesting meetings, handle meeting conflicts and prioritization issues
• Coordinate all related conference rooms including any catering, audio/videoconference set up
• Coordinate closing dinners, client outings
• Arrange all aspects of travel, keeping executives’ travel profile up-to-date, manage approvals, arrange flights, hotels, rental car and sedan service, currency exchange
• Prepare all itineraries
• Prepare and submit all expense reports on a timely basis, following up on discrepancies and missing receipts to maintain current balances
• Type correspondence, memos and presentations, prepare presentation and meeting materials; copy, collate, bind if necessary
• Maintain filing system, correspondence, documents and personal files for bankers
• Navigate Firm’s resources, interface with various departments on behalf of executives to collect information, respond to requests, obtain services
• Retrieve research or other necessary materials from intra/internet
• Send and retrieve digital and inbound faxes
• Open and distribute executives’ mail, sort and prioritize; arrange messenger and overnight package services
• Train temporary workers on phones and all office routines
• Provide backup support for colleagues during vacation/sick days, and assist their bankers as needed with phone coverage and other office needs
• Miscellaneous support: setup and maintain mail groups, keep orderly, fully-functioning work area
• Handle personal work as directed
Qualifications
– Excellent communication, writing, judgment, and problem-solving skills
– Strong attention to detail as well as solid organization/time management skills
– Must be an enthusiastic, positive team player who is willing to help out and who works well with colleagues
– Able to work in a fast-paced environment and handle multiple tasks concurrently
– Must be flexible to covering different bankers as group grows or changes
– College Degree Preferred or Relative Corporate Experience preferred (5+ Years of Experience)
– Proficient in Microsoft Office applications, especially Outlook for email, calendar and contacts
– Other applications helpful include Excel, PowerPoint, internet and research tools
– Solid typing skills (60+ wpm)
– Keep up to date with office procedures and technical training as well as all policy guidelines and compliance requirements
