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Executive Assistant - Company Management

Morgan Stanley Tokyo, Japan
Posted 12 days ago Permanent Competitive
About the Firm

Morgan Stanley (NYSE: MS) is a leading global financial services firm providing a wide range of investment banking, securities, wealth management and investment management services. With offices in 42 countries, the firm's employees serve clients worldwide including corporations, governments, institutions and individuals. For further information about Morgan Stanley, please visit www.morganstanley.com.

About the Division

An excellent opportunity has arisen for an Executive Secretary to provide executive support the Company Management division.

About the Role

This is a challenging and rewarding opportunity and the successful candidate will need to take complete ownership of the role, provide a fast and efficient service, and build very strong global networks, both internally and externally. The team-player must be highly self-motivated, professional and able to self-manage and prioritize/complete work diligently under pressure in this client focused environment.

Key Responsibilities
  • Exclusive control of meeting schedule and calendar management. Handle meeting conflicts & prioritization issues. Parties include but not limited to: internal and external senior individuals, government and regulatory bodies, corporations.
  • Schedule meetings, conference calls, video conferences, breakfasts, lunches and dinners
  • Handle travel arrangements; coordinate out-of-town meeting schedules. Prepare itineraries.
  • Support VIP senior visitors from oversea offices on their logistics, client meeting arrangements, etc.
  • Handle expense reports
  • Assist in arrangement of presentation and meeting materials
  • Answer phones and direct all incoming calls to appropriate party promptly and efficiently
  • Communicate and handle incoming and outgoing electronic communications
  • Maintain executive files and correspondent files. Handle executive paper mail and distribute pre-sort & prioritize, respond to simple, immediate requests.
  • Assist with various ad-hoc projects in the Division.
  • Uphold a strict level of confidentiality
  • Relationship Management
  • Extensive internal and some client liaising, maintaining relationships at senior level.
  • Communicating with assistants in other areas, both Japan and globally, to schedule meetings and trips in conjunction.
  • Interaction with potential clients of the Firm - meeting schedules, printing marketing packs/materials, greeting in reception and escorting professionally to MS meeting rooms - an important first impression for the prospect, and follow up with prospect admin team.
  • Dealing efficiently and politely with requests from clients and other departments.
  • Calendar Management
  • Exclusive control of senior executives' calendars. Seeking further info for meetings that other departments have asked to be arranged.
  • Ensuring senior executives are fully briefed.
  • Coordinate calendar events for visiting members from other locations.
Qualifications, Skills & Requirements
  • 5+ years secretary experience, experiences as executive secretary is plus
  • Strong language skills (fluency in English and Japanese native)
  • Expert organizational skills
  • Ability to multi-task, as well as to follow up/manage ongoing projects/issues
  • Must be able to work in a fast pace environment
  • Strong working experience with Microsoft Outlook, Word, Excel and PowerPoint
  • Effective interpersonal skills. Enthusiastic, positive team player
  • Excellent telephone etiquette
  • Articulate/effective communicator (both oral and written)
  • Strong in details and client service oriented
  • Excellent time management and problem solving skills
  • Flexibility around daily work duties - ability to trouble shoot as needed
  • General comfort with, and ability to, learn web-based management systems and applications (I.e. expense management, product ordering, scheduling, etc.)
  • Tact and good judgment in confidential situations and proven experience interacting with senior management
  • Mature personality, be able to stay calm under pressure
  • Effectively work with other secretaries and other divisions
Why Morgan Stanley?
  • A career with Morgan Stanley means being part of an inclusive culture that encourages diverse perspectives, innovation, and cross[1]collaboration to bring value to our clients. You'll find passionate people from all walks of life working together to make the world a little better every day.
  • We invest in the growth and success of our people through mentorship and development programs, as well as abundant opportunities to connect with peers and senior leaders through employee-driven networks and volunteer activities.
  • Your wellness and priorities outside of work are important to us. Our competitive compensation and benefits package is designed to support the diverse needs of our employees and take care of you and your family.
  • Morgan Stanley is an equal opportunity employer. Our goal is to build and support a workforce that is diverse in experience and background but uniform in reflecting our standards of integrity and excellence. We are committed to support special needs or reasonable accommodations necessary to enable you to work comfortably and effectively.
- Discover our Japan Offerings: https://www.morganstanley.co.jp/ja/people/working-at-morgan-stanley
- Discover our Global Offerings: https://www.morganstanley.com/people/experienced-professionals

Our Commitment to Japan

Everything we do at Morgan Stanley is guided by our five core values: do the right thing, put clients first, lead with exceptional ideas, commit to diversity and inclusion, and give back. Since opening a representative office in Tokyo in 1970, we have been one of the largest and most active foreign financial firms in Japan providing investment banking, sales & trading, real estate and investment management services.

Our People (English): https://www.morganstanley.com/articles/who-we-are
Our People (Japanese): https://www.morganstanley.co.jp/ja/people
Job ID  3255679
ABOUT COMPANY
Hong Kong
68000 Employees Investment Banking / M & A
Morgan Stanley has earned a worldwide reputation for the excellence of its advice and execution in financial markets. With offices in more than 41 cou...
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