Finance Executive Assistant

Morgan Stanley
07 Sep 2017
05 Oct 2017
Contract Type
C o m p an y P r o file

Morgan Stanley is a leading global financial services firm providing a wide range of investment banking, securities, investment management and wealth management services. The Firm's employees serve clients worldwide including corporations, governments and individuals from more than 1,200 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

The Finance Division reports to the Chief Financial Officer and consists of some 3,000 employees worldwide. Finance protects the Morgan Stanley franchise by serving as guardian of the Firm's books and records and by contributing to firm wide risk management and risk reduction. This division maintains relationships with Morgan Stanley's various industry and government regulators and also serves as the conduit of financial information to the outside investment community. Finance plays a critical role as advisor to Morgan Stanley's various businesses and its senior management team.

Primary Responsibilities

This role is an excellent opportunity for an experienced Executive Assistant, working for a prestigious Investment Bank. Supporting one Senior Managing Director, several Executive Directors and their teams the successful candidate will provide a high level of support and liaise with senior internal and external clients on a regular basis.

A minimum of three years secretarial experience working at a senior executive assistant level is required. Additional experience of working in a global organisation and across multiple time zones would also be of benefit in this role.

The role requires a self-motivated, pro-active individual who can adapt in an ever-changing environment. You will need to have excellent communication skills, be highly organised, efficient, and work to a consistently high standard. A good working knowledge of Microsoft PowerPoint is essential. You will also need to be an excellent team player and flexible in your approach as this role will involve collaboration with other Executive Assistants to ensure coverage for holiday and sickness.

Core functions of the role:

• Pro-actively manage constantly changing schedules for the Managing Directors and Executive Directors; prioritising time sensitive tasks and meetings, pre-empting conflicting requests to ensure optimum use of senior management time.
• Overseas travel management; planning and organising trips, arranging complex schedules and meeting itineraries.
• Assisting with the production of Microsoft PowerPoint presentations.
• Manage and process expense claims for senior management group in a timely manner, ensuring all claims are within Firm policy and accounts payable deadlines are met
• Assisting and supporting visitors to the London office. Plan and organise the provision of an office / desk for the visitor. Manage and co-ordinate the visitors schedule including meetings, lunch and dinner arrangements. Offer full admin support during the visit
• Meeting and greeting clients and visitors to the Firm
• Data management including filing and archiving
• Providing general administrative support for the organisation of meetings, workshops, conferences, team meetings. Booking and preparing the room, ensuring all requirements are met
• Onboarding and Integration of new hires into the department. Check weekly reports to identify joiners to the Firm and process accordingly; new desk, log on and all equipment requested
• Point of contact for all administrative queries within your business area
• Co-ordination of all moves and associated processes: Desk moves, IT moves, system updates, mail drops, large scale project moves, floorwalks
• Ensuring accurate organisation charts are prepared and uploaded on a quarterly basis
• Holiday and sickness coverage for other Executive Assistants within the department
• Liaison with the broader Admin Team, ensuring a consistent and efficient support / buddy model, sharing best practices, offering guidance and training when needed, integrating new hires to the admin team
• Assisting Managing Director and his DR's with any projects that arise. Preparing agendas, schedules and tracking progress until the project is complete.
• Providing general administrative support for the CAO team with organising the logistics of various Finance sessions and events throughout the year e.g. Face 2 Face sessions, Anniversary lunches, Town Halls etc*LH1-EC

Skills Required
A minimum of three years secretarial experience working at a senior executive assistant level is required. Additional experience of working in a global organisation and across multiple time zones would also be of benefit in this role.

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.