Divisional Administrative Assistant

Company:
Morgan Stanley
(View company profile)
Location:
Los Angeles, CA
Job Type:
Full Time
Yrs of Exp:
2+ to 5 years
Posted:
7/23/2013

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Job Description

Position Description

Provide overall administrative support for the Divisional Director. Manages priorities including telephone coverage, scheduling meetings, maintaining calendars and handling business travel.

DUTIES and RESPONSIBILITIES:
Provide excellent telephone coverage including ability to manage priorities; handle urgent calls with professionalism and good judgment.
Arrange large group meetings - schedule meetings with all parties; book meeting rooms and call-in numbers; arrange special meeting facilities; send meeting confirmation emails; prepare and distribute meeting materials.
Maintain executive calendars; schedule/reschedule meetings.
Handle business travel - book travel arrangements; coordinate out-of-town meeting schedules; prepare travel and expense reports.
Maintain executive files - correspondence files; document files; personal office files.
Handle executive mail - pre-sort and prioritize; respond to simple, immediate requests.
Strong ability to write and prepare letters and presentations independently.
Able to manage projects as necessary.
Navigate firm - interface with various departments on behalf of executives to collect information, respond to requests, obtain service, etc.
Miscellaneous support - including, but not limited to preparation of copies; ordering of supplies and maintaining supplies drawer; handling faxes; maintaining orderly, fully-functioning work area for executives and their staff

Skills Required

Education and/or Experience
College degree preferred
3-5 years of related experience

Skills
Must be extremely well organized.
Proficient with all office technology; advanced skills in Microsoft Office, particularly Word, Excel and Powerpoint.
Excellent verbal and written communication skills
Outstanding attention to detail and follow-up
Strong time management/prioritization skills and solid judgment
Self-motivated, innovative, hard working individual, who can handle changing priorities and multiple tasks.
Must be a customer service oriented, team-player eager to assist colleagues and members of the department at all levels.

Reports to:
Divisional Director

Morgan Stanley EOE committed to diversifying its workforce. M/F/D/V. GP10-00299P-N02/10
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