Administration Executive

Role & responsibilities

• Hands on experience calendar management - scheduling all weekly, monthly meetings, one on one meetings, external meetings
• Assist with new hire orientation and IT setup/coordination. • Coordinate with vendors for processing monthly invoices • Coordinate with IT and CS staff on technology related issues and special projects. • Manage repositories of information in electronic and physical form. • Prepare and circulate minutes of meetings. • Schedule interviews with candidates, including video conferences, etc. and coordinate with selected candidates. • Coordinate video conferences/audio calls. • Maintain personnel records of the department pertaining to leave and holidays. • Coordinate trips for Corporate Services personnel from other Morgan Stanley offices. • Coordinate ground transport where needed. • Assist in collecting and submitting expense statements and coordinating reimbursements. • Handle the purchasing and maintenance of departmental office supply and office equipment. This includes stationery, PC and blackberry. • Coordinate departmental moves. • Coordinate departmental events (e.g., town halls, off sites, luncheons, etc.) • Assist in preparing reports, metrics, presentations and other documents using Microsoft Office products such as PowerPoint, Excel, and Word • Coordinate with vendors and auditors. • Submit and review expense reports • Create and update required documents.

Preferred candidate profile

• The successful candidate will have 3 to 8 years of business administration experience in a demanding business environment such as financial services. From an industry perspective, we would consider a broad base of administrative candidates, but exposure to a multi-national firm is a plus. Additional attributes are listed below:
• A team player who is flexible and can work well with others to achieve common goals
• Good communication skills as the candidate will have some interaction with a range of internal and external audiences, which includes senior management, internal client representatives, vendors, and consultants.
• Language skills: English fluency is mandatory
• Communication skills: Good verbal, written, and interpersonal skills
• Computer Literacy: Microsoft Office applications (Outlook, Excel, PowerPoint, and Word).