Position Category: Administration/Clerical
Position Title: Office Manager - Human Resources
Job Level: Executive Assistant
Location: USA - NY - New York
Education Required: Bachelors Degree
Position Description:
Responsibilities:
• Regional office manager for Human Resources supporting 600 employees in North America
• Represent Morgan Stanley and the Human Resources Division with utmost professionalism
• Manage the Receptionist and Human Resources Executive Assistants. Lead periodic staff meetings and coordinate vacation schedules
• Responsible for all new hire onboarding and desk set ups for HR
• Provide administrative support for a senior member of the Human Resources team in the form of telephone coverage, taking accurate messages, knowing executive's whereabouts at all times, handling urgent/confidential calls with appropriate judgment; and monitoring other lines, as needed
• Coordinate all related conference rooms including any catering, audio/videoconference set-up
• Keep up to date organization charts utilizing MS Office applications
• Manage all HR office relocations, technology upgrades and special projects
• Type correspondences, memos and presentations, prepare presentation and meeting materials; copy, collate, bind
• Maintain archiving filing system, correspondence, documents and personal files
• Navigate Firm's resources, interface with various departments on behalf of executives to collect information, respond to requests, obtain services
• Open and distribute all mail addressed to "Human Resources", sort and prioritize; arrange messenger and overnight package services
• Arrange all aspects of travel, keeping executive's travel profile up-to-date, manage approvals for any travel, arrange flights, hotels, rental car and sedan service, currency exchange using agency and online services
• Create workflows and quick reference cards for HR processes
• Maintain HR vendor contracts and process invoices
• BCP/Fire Warden coordinator; maintain Business Continuity Plan, Work Area Recovery seats, Recovery Essential Personnel and annual tests
• Miscellaneous support: setup and maintain mail groups, keep orderly, fully-functioning work area, assist with ordering and managing supplies for the floor
Skills Required:
Skills:
• 5+ years work experience in Office Manger or Executive Assistant capacity
• The ideal applicant will be a highly polished, well presented team player who is able to carry out a multitude of duties.
• The role requires adaptability, exceptional communication and team skills, and unflappable organizational ability. We need someone who can think quickly to resolve problems with exceptional customer service skills.
• Able to multi task and handle sensitive information with discretion
• Must be able to interact with all levels of senior management
• Professional, poised and sophisticated and able to work in a fast-paced environment
• Excellent communication, writing, judgment, and problem-solving skills
• Strong attention to detail as well as solid organization/time management skills
• Must be an enthusiastic, positive team player who is willing to help out, works well with colleagues and thinks/acts like an owner
• Have the ability to work cross border and to understand cultural variances
Skills Desired:
• College Degree Preferred
• Proficient in Microsoft Office applications, especially Outlook for email, calendar and contacts
• Other applications helpful include Excel, PowerPoint, internet and research tools
• Keep up to date with office procedures and technical training as well as all policy guidelines & compliance requirement
• Punctual & dependable (flexible for overtime as needed)
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