IBD Executive Assistant, France Coverage

Responsibilities

• Secretarial/ Administrative:
• Extensive verbal and written interaction with internal colleagues and external clients, to CEO Level, ensuring the building and maintenance of relationships, both domestically and internationally, within the team and across other business units
• Pro-actively manage incoming mail, emails, phone calls, extracting and acting upon content where applicable
• 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'
• Pro-actively ensure diaries do not have clashes and use initiative to find resolutions and workarounds
• Arrange all meeting venues (e.g., internal rooms, restaurants), dial-in numbers for conference calls, video conferences facilities, catering
• Travel & Expenses:
• Proactively book and co-ordinate all travel including flights, hotels, visas, 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, 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/on-sites, 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 Assistant coverage 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

Requirements

• Proven experience providing support at Executive level
• Fluent English and French, both written and oral
• Experience working in Investment Banking (Corporate Finance, M&A Advisory)
• Ownership of all tasks, following up outstanding items without the need for chasing
• A confident, friendly, outgoing "people orientated" personality required, who can liaise with people on all levels to achieve work goals
• Proven ability to be able to remain calm under pressure and deal with last minute changes to schedules effectively and efficiently
• Ability to be flexible e.g., a willingness to work overtime
• Discreet, professional manner; maintain confidentiality on all aspects of workload
• Pro-active "can do" approach
• Ability to use own initiative and judgement and work autonomously when Banker is travelling and be pro-active in planning ahead
• Highly organized and excellent time/priority management skills; capable of multi-tasking to meet deadlines and able to follow up outstanding items as necessary
• Articulate; an effective communicator
• Attention to detail is essential
• Ability to develop relationships with internal and external counterparts
• Strong team player/buddy to other assistants in team
• Good knowledge of Microsoft applications (Excel/PowerPoint/Word), and 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)
• Minimum 50 wpm typing
• Ongoing training on all MS systems and policies will be provided
• WHAT YOU CAN EXPECT FROM MORGAN STANLEY:

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