Branch Administrator

711 MS Smith Barney, LLC; United States; On-site; USD 55,000 - 95,000; Full time

Job summary

Morgan Stanley in the United States is seeking a Branch Administrator to provide comprehensive administrative support to the Branch and its personnel. The BA assists the Branch Manager, coordinates travel and events, and acts as a liaison with HR and Facilities. This role may support multiple locations as directed by Market Management.

The BA will learn the business at a high level, grow their skill set, and contribute to various firm initiatives while upholding firm policies and risk awareness.

Qualifications

• High School Diploma or equivalent; a college degree is preferred.
• Two or more years of related experience is a plus.
• Strong communication, organizational, and confidentiality skills.

Responsibilities

• Provide administrative support to branch leadership and staff.
• Coordinate travel, events, and meetings with proper approvals and logistics.
• Handle accounts payable tasks, invoices, vendor setup, and reconciliations.
• Maintain branch finance data and collaborate with management on expense tracking.
• Serve as a liaison with internal and external partners for HR and office tasks.
• Support HR processes including onboarding, transfers, and termination paperwork.

Skills

MS Office proficiency

Communication

Time management

Judgment

Interpersonal skills

Organizational skills

Multitasking

Discretion

Adaptability

Education

High School Diploma/Equivalency

College degree preferred

Tools

Microsoft Office

Job description

POSITION SUMMARY

The Branch Administrator (BA) is responsible for providing overall administrative support for the Branch, including assisting the Branch Manager in connection with matters affecting the Branch facilities, Financial Advisors, and Support Staff. The BA may be responsible for multiple branch locations at the direction of the Market Management team. As a BA, you must act as a culture carrier as it relates to the core values of the firm. This role enables you to learn about all aspects of the business at a high level, and the wide range of responsibilities presents opportunities to grow skill sets and progress your career within the business.

DUTIES and RESPONSIBILITIES

• Expense Management Support Manage Travel & Entertainment (T&E) and Events and Conferences (EnC) expense requests to ensure compliance with Firm policy utilizing online business systems
• Coordinate events and meetings for the Branch, including all pre-approvals, event logistics/planning and accounting for meetings including employee, management, Councils, National Sales partners, external wholesalers, and others as directed
• Work with Accounts Payable to manage invoices, vendor set up/maintenance, payment reconciliations or issues
• Maintain and review Branch finance and expense management information in collaboration with MBSO and/or Business Service Officer (BSO) Management Support
• Navigate the firm’s resources and act as a liaison with Market Administrator in addition to other various internal and external business partners, including managing requests and escalating as needed
• Provide organizational support for Human Resources by leveraging associated HR systems (I-9 processing, New Hire onboarding, internal transfers and employee termination paperwork)
• Proactively participate in firm initiatives directed by local management
• Communicate and manage firm initiatives for the Branch (e.g., Global Volunteer Month, Annual Appeal) as well as regional and Market initiatives as directed
• Actively engage in available training and education programs to maintain current status on policies, procedures and risk awareness (including licensing requirements for Branch personnel)

Office Administration Support

• Perform administrative functions for Branch Management team, including telephone coverage, business travel arrangements, coordination of internal and external meetings & events, and file & calendar maintenance
• Serve as a point of contact for Branch facilities management and maintain up-to-date office utilization information in the internal firm system
• Serve as a point of contact for personnel needs (e.g., benefits enrollment, registration/licensing, and communication of policy and updates as it relates to HR and Registration matters),
• Serve as a point of contact for local administrative tasks (e.g., Alternative Flexible Grid (AFG) checkpoints, CPR/AED training and certifications, annual certification of registrations and market data expenses)
• Lead office management efforts, including maintaining office supplies, ordering business cards and stationery, maintaining business continuity plans and acting as the primary point of contact for the associated Rapid Notification System
• Assist with firm remediations as needed
• Act as a point of contact for technology projects, migrations, equipment installs/ replacements
• Coordinate with Market Administrator as it relates to Market driven projects and initiatives and ensuring back-up Administrator coverage
• Administer other duties as delegated by the Market Management Team (Market Manager, Associate Market Manager, Market Business Service Officer, Sr. Risk Officer)

EDUCATION, EXPERIENCE, KNOWLEDGE, and SKILLS

Education and/or Experience

• High School Diploma/Equivalency
• College degree preferred
• Two or more years of related experience is a plus

Knowledge/Skills

• Strong computer skills and knowledge of Microsoft Office
• Excellent verbal and written communication skills, including telephone coverage
• Strong time management skills
• Demonstrates good judgement
• Exceptional interpersonal and client service skills
• Detail orientated with superior organizational skills
• Ability to prioritize work
• Team player with the ability to collaborate with others
• Ability to work in a fast-paced, evolving environment
• Adaptable and ability to multitask
• Proactive or self-starter
• Ability to be discreet and maintain confidentiality on sensitive matters
• Willingness to obtain Series 7 (GS) and Series 66 (AG/RA) or Series 63 (AG) and Series 65 (RA)

Reports to: Branch Manager

To qualify, applicants must be legally authorized to work in the United States and must not require, now or in the future, sponsorship for employment visa status.

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 $55,000 and $95,000 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. At Morgan Stanley, we advise, originate, trade, manage and distribute capital for people, governments and institutions, always with a standard of excellence and guided by our core values. Morgan Stanley is dedicated to providing first-class service to our clients, in a way that reflects our commitment to creating a more sustainable future and fostering stronger communities around the world. In each line of business, we strive to demonstrate our belief in the power of transformative thinking, innovative strategies and leading-edge solutions—and in the ability of capital to work for the benefit of all society.