Set up internal meetings, circulate the agenda, and maintain calendar of appointments.
Will be assisting the ED
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.)
The successful candidate will have +3 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)