Administrative Assistant

Morgan-Stanley; Town of Islip (NY); On-site; USD 70,000 - 115,000; Full time

Job summary

Morgan Stanley is seeking an Administrative Assistant to provide high-quality support to senior members of the division and ensure smooth day-to-day operations. You will manage calendars, handle calls, prepare documents, coordinate travel, and support onboarding and office needs.

The role requires five days in the office, strong organizational skills, and proficiency with Microsoft Office 365, Teams, SharePoint, and expense processing.

Qualifications

• Experience supporting multiple senior professionals, with calendar management and phone coverage.
• Strong communication, writing, judgment and problem-solving skills.
• Proficiency in Microsoft Office Suite and collaboration tools.

Responsibilities

• Serve as first point of contact for managers and handle sensitive information with discretion.
• Maintain calendars, schedule meetings, and coordinate video conferences.
• Plan internal events, arrange domestic/international travel, and process expense reports.

Skills

Calendar management

Phone coverage

Communication

Education

College degree preferred

Tools

Microsoft Office 365

PowerPoint

Excel

Outlook

Teams

SharePoint

Concur

Ariba

Job description

As an Administrative Assistant, you will provide high-quality administrative support to senior members of the division and help ensure the smooth day-to-day operation of the team.What you'll do in the role:- Serve as the first point of contact for inbound and outbound calls for managers, applying discretion and sound judgment when handling sensitive information.- Understand each manager's key clients and colleagues, take accurate messages, and stay informed of managers' schedules and whereabouts.- Interface with various departments to collect information, respond to requests, and obtain services on behalf of managers.- Maintain managers' calendars in Outlook, including scheduling meetings and conference calls, resolving conflicts, and assisting with video conferences.- Plan and organize internal events, including event registration, conference room reservations, multimedia support, and catering requests.- Arrange all aspects of domestic and international travel, including flights, itineraries, hotels, car service, and international travel requirements such as visas and entry letters.- Prepare and submit expense reports in a timely manner for travel and 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 Acrobat Pro.- Gather and organize documents for upload to internal and regulatory systems, or for printing and binding as needed.- Manage shared team sites, including Microsoft Teams, SharePoint, and other collaboration platforms.- Support the team with onboarding and offboarding contingent workers and employees, maintaining mail groups, ordering office supplies, receiving guests and visitors, and handling incoming and outgoing mail and packages.- Process invoices and create funding requests using internal platforms.- Assist with ad hoc projects and provide backup coverage for other administrative assistants as needed.What you'll bring to the role:- Experience supporting multiple senior professionals, including heavy calendar management and phone coverage.- Flexible and adaptable, with the ability to support different managers as the group grows or changes.- 5+ years of experience working in the financial services industry.- College degree preferred, or five or more years of relevant corporate experience.- Excellent communication, writing, judgment, and problem-solving skills.- Strong attention to detail, organization, and time-management skills.- Enthusiastic, positive team player who is willing to help and works well with others.- Ability to work in a fast-paced environment and manage multiple tasks concurrently.- Proficiency in Microsoft Office Suite, especially PowerPoint, Excel, Outlook email, calendar, and contacts.- Knowledge of Microsoft 365 and Microsoft Teams is a plus.- Proactive and committed to staying current with office procedures, technical training, policy guidelines, and compliance requirements.- Experience with Concur, MyBooking, Sharepoint, and Ariba is a plus.This role requires in-office attendance five days per week.WHAT YOU CAN EXPECT FROM MORGAN STANLEY:At Morgan Stanley, we raise, manage and allocate capital for our clients – helping them reach their goals. We do it in a way that’s differentiated – and we’ve done that for 90 years. Our values - putting clients first, doing the right thing, leading with exceptional ideas, committing to diversity and inclusion, and giving back - aren’t just beliefs, they guide the decisions we make every day to do what's best for our clients, communities and more than 80,000 employees in 1,200 offices across 42 countries. At Morgan Stanley, you’ll find an opportunity to work alongside the best and the brightest, in an environment where you are supported and empowered. Our teams are relentless collaborators and creative thinkers, fueled by their diverse backgrounds and experiences. We are proud to support our employees and their families at every point along their work-life journey, offering some of the most attractive and comprehensive employee benefits and perks in the industry. There’s also ample opportunity to move about the business for those who show passion and grit in their work.To learn more about our offices across the globe, please copy and paste https://www.morganstanley.com/about-us/global-offices into your browser.Expected base pay rates for the role will be between $70,000 and 115,000 per year 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.Morgan Stanley is an equal opportunity employer committed to building and maintaining a workforce that is diverse in experience and background. Our recruiting efforts reflect our strong commitment to a culture of inclusion, where individuals are hired, developed, and advanced based on their skills and talents.Our workforce reflects a broad cross-section of the global communities in which we operate, bringing a variety of backgrounds, talents, perspectives, and experiences.For more information, please visit : https://www.morganstanley.com/people-opportunities/eeo .