SUMMARY - PRIMARY ROLEProvide comprehensive administrative support to IBD Executive Directors, Vice Presidents, associates and analysts.Execute administrative duties as delegated by the coverage team in a client-facing front office environment.KEY INTERNAL/EXTERNAL CONTACTSDaily interaction with all levels of management and professionals throughout Morgan Stanley and our client network globally. PRIMARY RESPONSIBILITIESExecutive RepresentationMaintain and build rapport with clients and their assistantsDemonstrate tact and good judgment in navigating and safeguarding confidential information and with handling material nonpublic information (MNPI)Demonstrate professional phone and written communication etiquette. Answer phones, take accurate messagesServe as the primary point of contact for internal and external constituencies on all matters pertaining to the banker. Prioritize and determine appropriate course of action, referral, or response, exercising judgement to reflect banker's style and organization policy.Manage and appropriately prioritize multiple and competing demands within assigned shiftAdapt to changes in deadlines and changes to assignmentsBe a resource for creating efficiencies when executing tasks and resolving problems using Firm resources and technologyCalendar ManagementOwnership of executives' calendar, schedule all meetings, (in-person/virtual) and conference calls, handle meeting conflicts and escalate issues; manage the bankers internal Client Relationship database profileUpdate and maintain contacts via internal client database and OutlookConference PlanningCoordinate conference rooms for meetings including ordering catering, multimedia etc.Coordinate logistics for closing dinners; client outings; virtual events; internal eventsModerate/co-host virtual events using virtual conference management tools i.e. Zoom, WebExExpense ManagementUnderstand and properly apply policies to all expense activity including but not limited to travel arranging, client entertaining, meeting arrangement and overtime expensesPreparation expense reports accurately and in a timely fashion. Responsible for assisting bankers manage and maintain a current corporate card balanceTravel ArrangingArrange all aspects of travel (domestic and international), arrange flights, hotels, rental car and car service, visa applications, manage travel profiles and obtain necessary approvalsPrepare all itineraries, internal and externalAdministrativeType correspondence, memos and presentations, help prepare presentation and meeting materials; coordinate with reprographics and mail servicesMaintain on-line folder management, correspondence, documents, and files for bankersMaintain orderly, fully functioning work areaProvide backup support for colleagues during vacation/unplanned absences and assist their managers as needed with phone coverage, travel, and other needsAd-hoc projects as requestedMINIMUM REQUIREMENTSLevel of Education: High school diploma or GED required; College Degree PreferredExperience: 1 to 2 Years Relative Corporate ExperienceLicenses/Certifications: None RequiredTechnical Proficiency: Microsoft Office Applications (especially Outlook for email, calendar, and contacts), Excel, PowerPoint, internet. Virtual Video conferencing (Zoom, WebEx, etc.)Skills:Exceptional organizational skills: keep track of work while maximizing productivityProper etiquette:effectively and respectfully communicate with internal and external stakeholders.Foresight and anticipation:recognize and solve problems before they escalateMultitasking: ability to complete a high volume of tasks without letting any fall through the cracksResourceful:required to develop solutions and alternatives in time sensitive and high pressure situationsComposure:ability to react with the appropriate level of urgency to situations and events that require quick response or turnaroundDiscretion:appropriately handle confidential informationTeam work:Act as a back up to colleagues in coverage groupService Minded AttitudeConducting themselves at a high level of professionalismEffective multi-tasking in a fast-paced environmentExperience in calendar managementExperience coordinating domestic and international travelExperience using Concur or similar expense report creation toolExperience with client communication and building client relationshipsExperience working with video conferencing tools a plusAdaptable team player/effective interpersonal skillsGood problem-solving abilityExcellent telephone etiquetteSuperior oral and written communication skillsTact and good judgment in confidential situations and proven experience interacting with senior management
