Administrative Assistant

Contenido de trabajo

We Offer

• To work with some of the best professionals in the business - for a Firm that values individual intellect as much as teamwork
• State-of-the-art offices that are designed to maximize collaboration
• Enriching challenges that provide opportunity for constant learning and advancement
• An environment which is leveraging technology to its highest potential
  

Team Profile

The Montreal COO team supports all day-to-day operations for the office. We provide support to key stakeholders. The team interacts with all Divisions through a variety of support tasks ranging from Calendar Management, New Hire Onboarding & Event logistics.

Core Functions Of The Role

• Senior Management, Divisional & Committees Support
• New Hire Onboarding
• Space Coordination
• Events / Communications Support & Logistics
• Update various reports and presentations
• Maintain various existing SharePoint and intranet sites
  

Senior Management, Divisional & Committees Support

• Calendar management - internal/external meetings
• Book Travel arrangements
• Prepare expense reports ensuring they adhere to Firm policies
• Attend and minute meetings
• Hold regular 1-1 meetings with Senior Managers in order to decide priorities/deadlines/projects Provide regular updates on work in hand.
• Provide regular feedback on problems/issues
• Coordinate Divisional & Committee activities and functions
  

New Hire Onboarding

• Check daily report for new hires into Divisions
• Complete new hire set up requests. Desk, IT equipment & locker assignment, ensure new hire accounts are active, requesting ID and log on details.
• Weekly New Hire communication to local contacts & hiring managers
• Host weekly New Hire Orientation sessions
• New Hire Orientation Program Planning and support
  

Space Coordination

• Coordinate moves as needed
• Update online space management tool
• Desk assignment for all new joiners
• Support large scale project moves as needed
  

Events & Communication Support

• Events & logistics
• Events – assist with various logistical tasks
• Prepare and send communication for local committees and programs as needed
• Minor English/French and French/English translations
  

Reporting & SharePoint Updates

• Update and review presentations and reports (PPT & Excel)
• Update & maintain various SharePoint sites & lists
• Update & maintain Jive pages (MS intranet Collaboration Tool)
  

Projects

• There may be an opportunity to become involved in a variety of Projects; however, this is dependent on workload and priority.
  

Team Coverage

• Form a working partnership with other team members and other support function teams. Ensure absence cover for own area and provide additional help when possible to other team members.
  

Skills / Competencies that are essential to the role include:

Minimum 3 Years’ Experience In a Relevant Role.

• Excellent organizational skills and meticulous attention to detail
• Pro-active: identifies other value add- areas for Managers over and above day to day tasks
• Identifies areas for improvement and suggests solutions.
• Demonstrates willingness to learn about the Firm (helps integration into group)
• Ability to work in a fast-paced environment.
• Ability to multitask
• Excellent time/priority management skills
• Good use of initiative, judgment, decision making and discretion
• Flexible & adaptable to change.
• Strong team player who is also able to work and deliver on their own
• Ability to prioritize diverse tasks and lead them to timely completion
• Excellent written and verbal communication skills in English and French
• Strong Microsoft Office Suite skills and ability to quickly learn new systems and software
  

Skills Desired

• SharePoint
  

About Us

Morgan Stanley is a global financial services firm and a market leader in investment banking, securities, investment management and wealth management services. At Morgan Stanley Montreal, we are shaping the future of our global business and contributing to our local community. Our team works across numerous areas.

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.

Knowledge of French and English is required.

Spotlight on our Montreal Technology Centre: https://www.youtube.com/watch?v=oo5GaXpCwKs

• Video dated October 2019.
  

Build a career with impact. Visit morganstanley.com for more information.

Posting Date

Aug 26, 2021

Primary Location

Americas-Canada-Quebec-Montreal

Education Level

Associate’s Degree

Job

Management

Employment Type

Full Time

Job Level

Non-Exempt