Administrative Assistant, Institutional Equity Division

Company Profile

Morgan Stanley is a leading global financial services firm providing a wide range of investment banking, securities, investment management and wealth management services. The Firm's employees serve clients worldwide including corporations, governments and individuals from more than 747 offices in 42 countries.

As a market leader, the talent and passion of our people is critical to our success.  Together, we share a common set of values rooted in integrity, excellence and strong team ethic.  Morgan Stanley can provide a superior foundation for building a professional career - a place for people to learn, to achieve and grow. A philosophy that balances personal lifestyles, perspectives and needs is an important part of our culture.

Department Profile

Morgan Stanley’s Institutional Equity Division (IED) operates across major global markets and plays a key role in facilitating client access to equity liquidity, managing execution risk, and ensuring compliance with local market regulations and internal control standards.  The division supports a broad range of client trading activity across cash equities, derivatives, and related execution services, working closely with sales, trading, technology, and operations teams.

Primary Responsibilities

Provide ongoing administrative support to assigned Business Unit stakeholders (“Coverage”), including:

• Communication & Phone Support Manage telephone coverage, including answering calls, taking accurate messages, and handling urgent or confidential matters with discretion Provide backup coverage for colleagues’ lines as required

Communication & Phone Support

• Manage telephone coverage, including answering calls, taking accurate messages, and handling urgent or confidential matters with discretion

Manage telephone coverage, including answering calls, taking accurate messages, and handling urgent or confidential matters with discretion

• Provide backup coverage for colleagues’ lines as required

Provide backup coverage for colleagues’ lines as required

• Calendar & Meeting Coordination Maintain and manage calendars, including scheduling meetings and conference calls Resolve scheduling conflicts and prioritize competing demands Coordinate meeting logistics, including booking conference rooms and arranging audio/video conferencing

Calendar & Meeting Coordination

• Maintain and manage calendars, including scheduling meetings and conference calls

Maintain and manage calendars, including scheduling meetings and conference calls

• Resolve scheduling conflicts and prioritize competing demands

Resolve scheduling conflicts and prioritize competing demands

• Coordinate meeting logistics, including booking conference rooms and arranging audio/video conferencing

Coordinate meeting logistics, including booking conference rooms and arranging audio/video conferencing

• Event & Department Support Support departmental initiatives and events Prepare and organize meeting and presentation materials (copying, collating, binding as required)

Event & Department Support

• Support departmental initiatives and events

Support departmental initiatives and events

• Prepare and organize meeting and presentation materials (copying, collating, binding as required)

Prepare and organize meeting and presentation materials (copying, collating, binding as required)

• Travel & Expense Management Arrange all aspects of business travel, including maintaining up-to-date travel profiles Book flights, accommodation, and ground transportation (car rental, taxis) Prepare detailed travel itineraries Submit expense reports in a timely manner; follow up on discrepancies and missing receipts to ensure accuracy

Travel & Expense Management

• Arrange all aspects of business travel, including maintaining up-to-date travel profiles

Arrange all aspects of business travel, including maintaining up-to-date travel profiles

• Book flights, accommodation, and ground transportation (car rental, taxis)

Book flights, accommodation, and ground transportation (car rental, taxis)

• Prepare detailed travel itineraries

Prepare detailed travel itineraries

• Submit expense reports in a timely manner; follow up on discrepancies and missing receipts to ensure accuracy

Submit expense reports in a timely manner; follow up on discrepancies and missing receipts to ensure accuracy

• Administrative & Operational Support Liaise with internal departments and navigate firm resources to respond to requests and obtain services on behalf of Coverage Set up and maintain distribution (mail) groups Ensure an organized and efficient work environment

Administrative & Operational Support

• Liaise with internal departments and navigate firm resources to respond to requests and obtain services on behalf of Coverage

Liaise with internal departments and navigate firm resources to respond to requests and obtain services on behalf of Coverage

• Set up and maintain distribution (mail) groups

Set up and maintain distribution (mail) groups

• Ensure an organized and efficient work environment

Ensure an organized and efficient work environment

• Team Support & Coverage Provide backup support to colleagues during absences (vacation/sick leave) Contribute as part of a broader Assistant team

Team Support & Coverage

• Provide backup support to colleagues during absences (vacation/sick leave)

Provide backup support to colleagues during absences (vacation/sick leave)

• Contribute as part of a broader Assistant team

Contribute as part of a broader Assistant team

• Office & Visitor Management Receive external visitors and arrange guest access via internal systems Set up workspace for internal visitors, including desk arrangements, meetings, and transportation Order and manage stationery and office supplies Assist with floor-wide desk moves and general administrative coordination

Office & Visitor Management

• Receive external visitors and arrange guest access via internal systems

Receive external visitors and arrange guest access via internal systems

• Set up workspace for internal visitors, including desk arrangements, meetings, and transportation

Set up workspace for internal visitors, including desk arrangements, meetings, and transportation

• Order and manage stationery and office supplies

Order and manage stationery and office supplies

• Assist with floor-wide desk moves and general administrative coordination

Assist with floor-wide desk moves and general administrative coordination

• International Travel Support Arrange business travel, including coordination with overseas offices and ensuring access requirements are met

International Travel Support

• Arrange business travel, including coordination with overseas offices and ensuring access requirements are met

Arrange business travel, including coordination with overseas offices and ensuring access requirements are met

Skills Required (Essential)

• Fluency in English and Japanese (spoken and written)

Fluency in English and Japanese (spoken and written)

• Strong organizational and multitasking skills

Strong organizational and multitasking skills

• Ability to manage and follow up on multiple priorities and ongoing tasks

Ability to manage and follow up on multiple priorities and ongoing tasks

• Proven team player with willingness to support and collaborate across teams

Proven team player with willingness to support and collaborate across teams

• Proficiency in Microsoft Outlook, Word, Excel, and PowerPoint

Proficiency in Microsoft Outlook, Word, Excel, and PowerPoint

• Strong interpersonal and communication skills

Strong interpersonal and communication skills

• Excellent telephone etiquette

Excellent telephone etiquette

• Clear and effective verbal and written communication

Clear and effective verbal and written communication

• High degree of flexibility and problem-solving ability

High degree of flexibility and problem-solving ability

• Comfort with and ability to learn web-based systems (e.g., expense management, scheduling tools)

Comfort with and ability to learn web-based systems (e.g., expense management, scheduling tools)

• Strong judgment and discretion in handling confidential matters

Strong judgment and discretion in handling confidential matters

• Experience interacting with senior management

Experience interacting with senior management

• Ability to adapt processes and approaches to meet business needs

Ability to adapt processes and approaches to meet business needs

Skills Desired

• Prior experience in an Administrative Assistant role

Prior experience in an Administrative Assistant role

• Experience within the financial services industry

Experience within the financial services industry

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.

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 .