IBD - Israel Coverage - Executive Assistant

This role requires a professional Team Assistant to provide a fast and efficient service to a team of Bankers within the Investment Banking Division.

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
• 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), video conferences facilities, catering
• Travel & Expenses:
• Proactively book and co-ordinate 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 in a timely manner, using Firm systems
• 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) system
• Event management, such as client entertainment, closing events, 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
• Work closely with the Office Manager ensuring all office requirements are met
• Work with Expense Team and Accountants, processing invoices on a regular basis, adhering to strict deadlines
• Work with various other departments including IT and CS
  
  

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
  
  

PERSON SPECIFICATION

An experienced, confident, friendly, outgoing, people-oriented personality, able to liaise with clients and staff at all levels to achieve work goals.

• 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
• Experience booking travel
• Experience working with CRM systems
• Experience working in Investment Banking (Corporate Finance, M&A Advisory) preferred
• Full training on all Morgan Stanley systems and policies will be provided
  
  

About Us

With 55,000 employees worldwide and offices in 43 countries, Morgan Stanley is a leading global financial services firm providing a wide range of investment banking, securities, wealth management and investment management services.

By putting clients first, leading with exceptional ideas, doing the right thing, and giving back, Morgan Stanley aims to deliver results today, while setting strategic goals for the future.

Investment Banking and Capital Markets

Corporations, organizations and governments around the world rely on Morgan Stanley’s reputation as a global leader in investment banking. Our advisory and capital-raising services are recognized as among the best in the industry.

Morgan Stanley is an equal opportunities employer. We work to provide a supportive and inclusive environment where all individuals can maximize their full potential.

This document is for use as a guideline only and is not exhaustive.

What You Can Expect From Morgan Stanley

At Morgan Stanley, we raise, manage and allocate capital for our clients – helping them reach their goals. We do it in a way that’s differentiated – and we’ve done that for 90 years. Our values - putting clients first, doing the right thing, leading with exceptional ideas, committing to diversity and inclusion, and giving back - aren’t just beliefs, they guide the decisions we make every day to do what's best for our clients, communities and more than 80,000 employees in 1,200 offices across 42 countries. At Morgan Stanley, you’ll find an opportunity to work alongside the best and the brightest, in an environment where you are supported and empowered. Our teams are relentless collaborators and creative thinkers, fueled by their diverse backgrounds and experiences. We are proud to support our employees and their families at every point along their work-life journey, offering some of the most attractive and comprehensive employee benefits and perks in the industry. There’s also ample opportunity to move about the business for those who show passion and grit in their work.

To learn more about our offices across the globe, please copy and paste https://www.morganstanley.com/about-us/global-offices into your browser.

Morgan Stanley is an equal opportunities employer. We work to provide a supportive and inclusive environment where all individuals can maximize 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.