Executive Assistant to CEO and Fixed Income desk

Job description

Morgan 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 1,200 offices in 43 countries.

Since 1994, Morgan Stanley has been building relationships and expanding its product offerings in Russia. In addition to its long-existing representative office, Morgan Stanley has established a local trading platform and opened a Russian subsidiary bank in October 2005 allowing it to provide a full suite of financial services to its clients in Russia.

Our local knowledge of the rapidly evolving Russian market, combined with our international perspective and access to capital markets, has given us an unmatched ability to assist clients in Russia across a range of industries. As a result, Morgan Stanley has managed most of the highest profile and most successful transactions in equity, mergers and acquisitions and debt in the Russian market.

Position responsibilities:

· Providing full administrative and secretarial support to CEO of Moscow Bank and Fixed Income desk of 3 employees;
· Diary Management – Management of all diaries to provide clients/colleagues guidance, face-to-face or via telephone of the team's whereabouts. Liaising with internal and external clients in order to facilitate meetings/conference calls - always with awareness of different time zones.
· Extensive travel booking – creating complex itineraries for trips. Airplane tickets, car bookings, hotel reservations, and other travel items. Adhering to Firm policy.
· Visa Arrangement – ad hoc as required.
· Expense Management - Preparing and processing complicated expense reports in a timely fashion, ensuring adherence to Firm and Expense policy.
· Invoice Management – Prepare and process of CEO and Fixed Income invoices to meet payment deadlines. Able to use initiative to resolve invoice related issues when they arise.
· Maintenance and monitoring all records for the team (business strip records, attendance & holiday records).
· Holiday tracking - maintaining leave trackers for the team.
· Internal/External Events – organizing Client Events and meetings and Internal Corporate events including New Year party and summer party for Moscow office.
· Databases/Spreadsheets - Maintaining accurate client information using the Firms Tracker systems.
· PowerPoint presentations
· Documentation - Preparing, completing and distributing materials as necessary. Arranging execution of confidential documents.
· Provide back up secretarial cover and telephone coverage for colleagues as necessary.
· Other ad hoc duties as required

Desired profile

Skills required:

·  Fluent Russian and English language required
·  Previous 3-5 years of work experience as team assistant / assistant to CEO
·  Excellent organizational skills
·  Microsoft Outlook (email and calendar) required
·  Proficiency in Microsoft Word, Excel and Power, advanced Internet use
·  Excellent telephone skills
·  Previous banking experience is advantage

Personal Specifications:

·  Able to prioritize a busy workload independently
·  Demonstrate professional behavior and outstanding work ethic at all times
·  Highly organized and confident in organizing complex meetings
·  Maintain confidentiality on all aspects of workload
·  Excellent understanding of urgency
·  Excellent attention to detail and good time management
·  Flexible on working hours and understanding of the business demands
·  Able to adapt communication style to needs of audience
· 
·  Ability to work as part of a team