Divisional Administrative Assistant

Morgan Stanley
(View company profile)
Los Angeles, CA
Job Type:
Full Time
Yrs of Exp:
2+ to 5 years

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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.

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

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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