Administrative Assistant

Primary Responsibilities

• Set up internal meetings, circulate the agenda, and maintain calendar of appointments.
• Coordinate with vendors and auditors.
• Assist in preparing reports, metrics, presentations and other documents using Microsoft Office products such as PowerPoint, Excel, and Word.
• Submit and review expense reports.
• Assist with new hire orientation and IT setup/coordination.
• Coordinate with IT and CS staff on technology related issues and special projects.
• Create and update required documents.
• Manage repositories of information in electronic and physical form.
• Prepare and circulate minutes of meetings.
• Schedule interviews with candidates, including video conferences, etc. and coordinate with selected candidates.
• Coordinate video conferences/audio calls with overseas Morgan Stanley offices.
• Maintain personnel records of the department pertaining to leave and holidays.
• Coordinate trips for Corporate Services personnel from other Morgan Stanley offices.
• Coordinate ground transport where needed.
• Assist in collecting and submitting expense statements and coordinating reimbursements.
• Make photocopies, scan documents, mail packages, and assist with any other administrative office duties where required.
• Handle the purchasing and maintenance of departmental office supply and office equipment. This includes stationery, PC and blackberry.
• Coordinate departmental moves.
• Coordinate departmental events (e.g., town halls, off sites, luncheons, etc.)

Qualifications

The successful candidate will have 2 to 4 years of business experience in a demanding business environment such as financial services. From an industry perspective, we would consider a broad base of administrative candidates, but exposure to a multi-national firm is a plus. Additional attributes are listed below:

• A team player who is flexible and can work well with others to achieve common goals.
• Good communication skills as the candidate will have some interaction with a range of internal and external audiences, which includes senior management, internal client representatives, vendors, and consultants.
• Education: Undergraduate degree.
• Language skills: English fluency is mandatory.
• Communication skills: Good verbal, written, and interpersonal skills.
• Computer Literacy: Microsoft Office applications (Outlook, Excel, PowerPoint, and Word).