Internal Audit Team Assistant
Position Description
Morgan Stanley 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.
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 grow. A philosophy that balances personal lifestyles, perspectives and needs is an important part of our culture.
Responsibilities:
- Provide secretarial / administrative support to a number of Departments.
- Deliver direct support to Managing Directors, Executive Directors and Vice Presidents.
- Provide administrative support to a large team that operates as part of a global network.
- The secretarial part of your role is approx 30 - 40% of your day, the remainder of your time will be coordinating the teams, travel, expenses, moves and changes, reporting, projects etc.
Diary Management:
• Diary management for Officers - set up of all internal/external meetings.
• Arrange all conference rooms, AV equipment, dial in numbers and videoconference facilities.
• Regular communication with Officers on changes made and scheduling conflicts as they arise.
General Admin tasks:
• Ensure constant communication with Officers in order to review priorities/deadlines/projects. Provide regular updates on work in hand.
• Filing, faxing, photocopying, distribution of Officers' mail as required.
• Ordering of IT equipment when required including blackberry's, headsets.
Travel:
• Co-ordinate and book all travel including flights, hotels, currency, taxis adhering to the Technology and Data policies.
• Preparation of travel itineraries/schedules for business trips.
Expenses:
• Complete expense reports for Officers as required. Advise Associates on completing their own reports. Ensuring all claims comply with the Firm policy.
Admin tasks for the group:
• Ensure SAMs (Staff Absence Management System) is maintained and updated by team including sickness records.
• Manage Team room bookings.
• Maintenance of group org charts.
Space Management:
• Co-ordination of all moves and associated processes: desk moves, IT moves, system updates, mail drops, large scale project moves and floorwalks.
• General Office organisation - stationery, maintenance of printers, fax, photocopier, paper supplies and ordering IT equipment for employees.
Point of contact:
• Direct teams general questions, ensuring the use of internal web pages where possible.
Visitor Support:
• Arrange workstations for visitors prior to arrival.
• Provide full secretarial support to visiting Officers. Direct and advise Associate visitors.
• Arrange access to London buildings.
Group activities:
• Co-ordinating department activities and functions, arranging team events, and help co-ordinate materials for team meetings, including the global info sessions and townhalls.
New Hires:
• Check starters/leavers spreadsheet for new hires into area.
• Complete new hire set up. Arrange a desk and purchase of relevant equipment (eg. PC, phone, headset). Set up new hires account, requesting mail id and log on details, additional access and passwords. Update the maildrop list. Add to department org. charts. Liaise with Buddy on new starter process.
• Assist with the onboarding of consultants.
Projects:
• Audit Report Issuance, including final proof reading, pdf conversion, distribution list and distribution of final audit reports.
• Periodic L drive access review.
Skills Required
• Proven secretarial experience preferably within a blue chip environment/financial services entity.
• Ability to work well within a team; collaborative and supportive attitude.
• Experience of supporting senior management in a polished and professional manner.
• Experience of supporting a number of people.
• Advanced knowledge of all Office applications - Word, Excel and Powerpoint.
• Ability to manage complex diary management.
• Strong organisational skills including experience of organising complex travel arrangements.
• Ability to manage conflicting priorities.
• Ability to work under pressure.
• Ability to maintain confidentiality.
• Ability to problem solve.
• Excellent attention to detail
Morgan Stanley is an equal opportunities employer. We work to provide a supportive and inclusive environment where all individuals can maximise their full potential.
Leave a Reply
You must be logged in to post a comment.