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Form of workDo you have a background inthe secretarial space supporting as an Executive Assistant in your previous roles and worked in the investment banking space? If you are ready for your next challenge, and want to work with a global investment bank, we would love to hear from you!
We have a great opportunity for an individual to join the business, supporting 3 senior bankers in this role. You will work alongside another EA and be supported by a team assistant in this position. This is a hands on fast paced positon, where you will be taking complete ownership of the diary management, so you will need to hit the ground running in this position.
Business Overview
Our client 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 1,200 offices in 43 countries.
Hybrid - 4 days in the office 1 day from home
Duties & Responsibilities
• Extensive verbal and written interaction with internal colleagues and external clients ensuring the building and maintenance of relationships, both domestically and internationally, within the team and across other business units
• Diary management:
- Exclusive control of business schedule
- Maintain calendars, act as 'gatekeeper’ for diary
- Arrange internal and external meetings, video and phone calls - including all meeting venues, dial-in details, etc
- Pro-actively ensure diaries do not have clashes and use initiative to find resolutions and workarounds
Travel & Expenses:
- Proactively book and co-ordinate all travel including flights, hotels, visas, currency and ground transportation within the Firmwide Expense Policy
- Ensure relevant agendas and itineraries are organised in advance
- Process monthly expenses (American Express card, out-of-pocket expenses, invoices) in a timely manner, using Firm systems such as Concur
- Ensure expenses are processed quickly and efficiently and are within policy
- Proactively ensure expenses flow through internal checking system
• Maintain in-house Client Relationship Management (CRM) system
• Event management: Closing events, social/team events, etc.
• Any other ad hoc tasks, e.g. ordering business cards, or projects
Absence Cover (Buddy Team)
• Provide phone cover and support to Bankers outside of designated team when other members of the buddy group are out of the office
• Work with buddy group to ensure consistent Assistant coverage during lunch breaks, holidays and sickness absence
• Ensure handover notes are kept up-to-date for ease of coverage
Skills Required
An experienced, confident, friendly, outgoing, people-oriented personality, able to liaise with clients and staff at all levels
• Ability to remain calm under pressure and deal with last-minute changes effectively and efficiently
• Ability to work in an extremely fast paced environment with constantly changing schedules
• Excellent time/priority management skills & flexibility
• Strong team player/buddy to other assistants in team
• Articulate, effective communicator
• Proactive 'can do’ approach, ability to use own initiative and judgment
• Ownership of all tasks, following up outstanding items without the need for chasing
• Highly organized & attention to detail
• Discreet, professional manner - maintain confidentiality on all aspects of workload
• Good knowledge of Microsoft applications (Windows10), and in particular Outlook
• Experience processing expenses online (e.g. on Concur)
• Experience booking travel via an online booking tool
• Experience working with CRM systems
• Experience using Zoom
• Experience working in Investment Banking (Corporate Finance, M&A Advisory) preferred
• Full training on all Morgan Stanley systems and policies will be provided
If you feel you match the profile we are looking for, and ready to start your next challenge, please do not hesitate to apply today!
