Administrative Assistant, Institutional Equity Division

Company ProfileMorgan 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 747 offices in 42 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. Department ProfileMorgan Stanley’s Institutional Equity Division (IED) operates across major global markets and plays a key role in facilitating client access to equity liquidity, managing execution risk, and ensuring compliance with local market regulations and internal control standards.  The division supports a broad range of client trading activity across cash equities, derivatives, and related execution services, working closely with sales, trading, technology, and operations teams.Primary ResponsibilitiesProvide ongoing administrative support to assigned Business Unit stakeholders (“Coverage”), including: Communication & Phone SupportManage telephone coverage, including answering calls, taking accurate messages, and handling urgent or confidential matters with discretionProvide backup coverage for colleagues’ lines as required Calendar & Meeting CoordinationMaintain and manage calendars, including scheduling meetings and conference callsResolve scheduling conflicts and prioritize competing demandsCoordinate meeting logistics, including booking conference rooms and arranging audio/video conferencing Event & Department SupportSupport departmental initiatives and eventsPrepare and organize meeting and presentation materials (copying, collating, binding as required) Travel & Expense ManagementArrange all aspects of business travel, including maintaining up-to-date travel profilesBook flights, accommodation, and ground transportation (car rental, taxis)Prepare detailed travel itinerariesSubmit expense reports in a timely manner; follow up on discrepancies and missing receipts to ensure accuracy Administrative & Operational SupportLiaise with internal departments and navigate firm resources to respond to requests and obtain services on behalf of CoverageSet up and maintain distribution (mail) groupsEnsure an organized and efficient work environment Team Support & CoverageProvide backup support to colleagues during absences (vacation/sick leave)Contribute as part of a broader Assistant team Office & Visitor ManagementReceive external visitors and arrange guest access via internal systemsSet up workspace for internal visitors, including desk arrangements, meetings, and transportationOrder and manage stationery and office suppliesAssist with floor-wide desk moves and general administrative coordination International Travel SupportArrange business travel, including coordination with overseas offices and ensuring access requirements are metSkills Required (Essential)Fluency in English and Japanese (spoken and written)Strong organizational and multitasking skillsAbility to manage and follow up on multiple priorities and ongoing tasksProven team player with willingness to support and collaborate across teamsProficiency in Microsoft Outlook, Word, Excel, and PowerPointStrong interpersonal and communication skillsExcellent telephone etiquetteClear and effective verbal and written communicationHigh degree of flexibility and problem-solving abilityComfort with and ability to learn web-based systems (e.g., expense management, scheduling tools)Strong judgment and discretion in handling confidential mattersExperience interacting with senior managementAbility to adapt processes and approaches to meet business needsSkills DesiredPrior experience in an Administrative Assistant roleExperience within the financial services industryWHAT 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 opportunity employer committed to building and maintaining a workforce that is diverse in experience and background.  Our recruiting efforts reflect our strong commitment to a culture of inclusion, where individuals are hired, developed, and advanced based on their skills and talents.Our workforce reflects a broad cross-section of the global communities in which we operate, bringing a variety of backgrounds, talents, perspectives, and experiences.For more information, please visit: https://www.morganstanley.com/people-opportunities/eeo.