Executive Assistant

474 MS Services Group, Inc.; New York (NY); On-site; USD 60,000 - 105,000; Full time

Job summary

Morgan Stanley in New York seeks an Executive Assistant - Legal & Compliance to provide high‑level administrative support to senior professionals, manage complex calendars, arrange domestic and international travel, and handle confidential communications.

You will organize meetings, coordinate cross‑department requests, prepare documents with MS Office and Adobe Pro, and ensure smooth operation of Teams and SharePoint sites.

Qualifications

• Experience supporting multiple senior professionals including heavy calendars management and phone coverage.
• Flexible covering different managers as group grows or changes.
• Experience working in the financial services industry (5-10 years).
• College Degree Preferred (or 5+ years of relative corporate experience).
• Excellent communication, writing, judgment, and problem‑solving skills.
• Strong attention to detail and time management skills.
• Must be an enthusiastic and positive team player who is willing to help out and work well with others.
• Able to work in a fast‑paced environment and handle multiple tasks concurrently.
• Proficient in the Microsoft Office suite especially PowerPoint, Excel and Outlook for email, calendar and contacts.
• Knowledge of CSTO, Concur, SharePoint, Fieldglass and Ariba a plus.
• Solid typing skills (60+ wpm)

Responsibilities

• Provide administrative support to senior managers and manage calendars.
• Handle calls, messages, and sensitive information with discretion.
• Coordinate interdepartmental information requests and service delivery.
• Plan meetings, video conferences, travel, and events.
• Prepare expense reports and manage reimbursements.
• Create and format documents in MS Office and Adobe Pro.
• Manage Teams, SharePoint, and other collaboration sites.
• Assist onboarding/offboarding of contingent staff and maintenance of mail groups.
• Process invoices and funding requests.
• Provide backup coverage for other admins and ad hoc projects.

Skills

Calendar management

Phone coverage

Communication skills

Attention to detail

Team player

MS Office Suite

Outlook

Education

Bachelor's degree or equivalent experience

Tools

SharePoint

Microsoft Teams

Concur

Ariba

Adobe Acrobat Pro

Job description

Executive Assistant - Legal & Compliance

Morgan Stanley is a global financial services firm and a market leader in investment banking, securities, investment management and wealth management services. With offices in more than 43 countries, the people of Morgan Stanley are dedicated to providing our clients the finest thinking, products and services to help them achieve even the most challenging goals. As a market leader, the talent and passion of our people is critical to our success. We embrace integrity, excellence, teamwork and giving back.

As an administrative assistant, you'll be expected to provide administrative support to senior members of the division and perform the following duties:

• Act as first point of contact for inbound and outbound phone calls for managers, applying discretion and judgement when dealing with sensitive information
• Understand the important clients/colleagues of each manager, take accurate messages and stay informed of manager's whereabouts
• Interface with various departments to collect information, respond to requests and obtain services on behalf of managers
• Maintain managers calendars via Outlook which includes scheduling meetings/ conference calls, addressing meeting conflicts and assisting with hosting video conferences
• Plan and organize internal events including event registrations, conference room reservations, multimedia support, and catering requests
• Arrange all aspects of domestic and international travel which includes booking flights, providing travel itinerary, arranging hotels and car service, assisting with international travel requirements (ie, visas, entry letters)
• Prepare and submit expense reports on a timely basis for travel or 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 Pro
• Collaborate and gather documents for upload onto internal and regulatory systems or for printing and binding, if necessary
• Manage team's shared sites such as Microsoft Teams, SharePoint and other collaborative sites.
• Support your dedicated team by assisting with the onboarding/offboarding of contingent workers and employees, creating and maintaining mail groups, ordering office supplies, receiving guests/visitor and handling all incoming/outgoing mail and packages.
• Process invoices and create funding requests using internal platforms
• Assist on adhoc projects and provide backup coverage for other administrative assistants, as needed

Qualifications

• External Skills Required: Experience supporting multiple senior professionals including heavy calendars management and phone coverage
• Must be flexible covering different managers' as group grows or changes
• Experience working in the financial services industry (5-10 years)
• College Degree Preferred (or 5+ years of relative corporate experience preferred)
• Excellent communication, writing, judgment, and problem‑solving skills
• Strong attention to detail as well as solid organization/time management skills
• Must be an enthusiastic and positive team player who is willing to help out and work well with others
• Able to work in a fast‑paced environment and handle multiple tasks concurrently
• Proficient in the Microsoft Office suite especially PowerPoint, Excel and Outlook for email, calendar and contacts
• Knowledge of O365 and Microsoft Teams a plus
• Ability to be proactive and keep current with office procedures and technical training as well as all policy guidelines and compliance requirements
• Experience and knowledge of CSTO, Concur, SharePoint, Fieldglass and Ariba a plus
• Solid typing skills (60+ wpm)

Why join us

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.

Our goal is to build and maintain a workforce that is diverse in experience and background but uniform in reflecting our standards of integrity and excellence. Consequently, our recruiting efforts reflect our desire to attract and retain the best and brightest from all talent pools. We want to be the first choice for prospective employees.

It is the policy of the Firm to ensure equal employment opportunity without discrimination or harassment on the basis of race, color, religion, creed, age, sex, sex stereotype, gender, gender identity or expression, transgender, sexual orientation, national origin, citizenship, disability, marital and civil partnership/union status, pregnancy, veteran or military service status, genetic information, or any other characteristic protected by law. Morgan Stanley is an equal opportunity employer committed to diversifying its workforce (M/F/Disability/Vet). Expected base pay rates for the role will be between $60,000.00 and $105,000.00 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 a 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.

What We Do