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IBD Executive Assistant

Company: Morgan Stanley
Location: Paris
Posted on: June 12, 2021

Job Description:

Company Profile

Morgan Stanley is one of the world's largest diversified financial services companies, with a reputation for excellence in advice and execution on a global scale. The firm maintains leading market positions in its three primary businesses - securities, investment management and credit services.

With more than 55,000 employees in 41 countries, Morgan Stanley connects people, ideas and capital to help clients achieve their financial aspirations.

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 to grow. A philosophy that balances personal lifestyles, perspectives and needs is an important part of our culture.

Department Profile

Morgan Stanley is a worldwide leader in investment banking and is one of the top firms in mergers and acquisitions (M&A), underwriting of equity and equity-related transactions, corporate debt issuance, and high-yield debt financing. With professionals in 30 countries, we are consistently recognized for our performance in both traditional and innovative financing techniques, helping a wide range of clients around the world to make and execute decisions about their business strategy and financial structure.

Responsibilities

This role requires a professional Assistant to provide a fast and efficient service to a team of bankers - Officer level (MD/ED/VP) plus a number of juniors - within the Investment Banking Division. Number of bankers is subject to change.

Secretarial/ Administrative

  • 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
  • Telephone work:
  • Extensive answering and screening of managers' calls and e-mails when absent or busy
  • Taking detailed messages and dealing with them in a timely manner
  • Building a relationship with regular callers
  • Helping when possible with calls when colleagues are away from their desks
  • Diary management:
  • Exclusive control of business schedule
  • Arrange internal and external meetings and calls
  • Act as 'gatekeeper'
  • Proactively ensure diaries do not have clashes and use initiative to find resolutions and workarounds
  • Arrange all meeting venues (e.g. internal rooms, restaurants), dialin numbers for conference calls, video conferences facilities, catering
  • Travel & Expenses:
  • Proactively book and coordinate 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, outof-pocket expenses, invoices, iPhone charges) 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) tool
  • Event management, such as client entertainment, closing events, offsites/onsites, social/team events, ensuring event costs are pre-approved in Firmwide EnC system and event is closed out and expensed promptly
  • Any other ad hoc tasks or projects, such as printing, filing, ordering business cards, presentation mark-ups, assisting with recruiting processes

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

  • Fluent English and French
  • Ability to develop relationships with internal and external counterparts
  • Ability to remain calm under pressure and deal with last-minute changes effectively and efficiently
  • 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, capable of multi-tasking to meet deadlines
  • Attention to detail
  • Discreet, professional manner - maintain confidentiality on all aspects of workload
  • Good knowledge of Microsoft applications (Excel/Powerpoint/Word), and in particular Outlook
  • Experience processing expenses online (e.g. on Concur)
  • Experience booking travel via an online booking tool
  • Experience working with Client Relationship Management systems (CRM)
  • Experience working in Investment Banking (Corporate Finance, M&A Advisory) preferred
  • Full training on all Morgan Stanley systems and policies will be provided

Morgan Stanley is an equal opportunities employer. We work to provide a supportive and inclusive environment where all individuals can maximise their full potential. Our skilled and creative workforce is comprised of individuals drawn from a broad cross section of the global communities in which we operate and who reflect a variety of backgrounds, talents, perspectives and experiences. Our strong commitment to a culture of inclusion is evident through our constant focus on recruiting, developing and advancing individuals based on their skills and talents.

Interested in flexible working opportunities? Morgan Stanley empowers employees to have greater freedom of choice through flexible working arrangements. Speak to our recruitment team to find out more.

Given the continued spread of COVID-19 (coronavirus), interviews will be conducted by phone or virtual connection to protect our candidates and employees.

Keywords: Morgan Stanley, Allen , IBD Executive Assistant, Other , Paris, Texas

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