TK, Executive Assistant, Institutional Equities Department

  • Competitive
  • Tokyo, Tokyo-to, Japan
  • Permanent, Full time
  • Morgan Stanley
  • 20 Aug 17

See job description for details

Company Profile
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. 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 Profile

Professionals within the Institutional Equities Department (‘IED’) provide a wide variety of services to our Institutional Clients, which consist of Hedge Funds, ‘Long-Only’ Asset Managers, Sovereign Wealth Funds, Pension Funds, Insurance Companies and Corporates, among others, both those located in Japan as well as those based overseas. The services we provide include providing investment advice related to, and executing transactions for, Equity and Equity-Related Products (i.e. cash equities, equity swaps, futures, options), as well as Prime Brokerage Services and Electronic Trading services.

Primary Responsibilities

Assist the Head of IED, IED COO and Head of Risk Management, along with supporting multiple senior level executives on an ongoing basis with the following tasks:
· Telephone coverage, answer phones, take accurate messages, know executives’ whereabouts at all times, handle urgent/confidential calls with appropriate judgment; back-up other lines, as needed, for colleagues
· Maintain executives’ calendar, schedule all meetings and conference calls, handle meeting conflicts and prioritization issues
· Coordinate all related conference rooms including audio/videoconference set up
· Set up and support Departmental initiatives and events
· Arrange all aspects of travel, including keeping executives’ travel profile up-to-date, manage approvals, arrange flights, hotels, rental car and taxi service
· Prepare all itineraries
· Prepare and submit all expense reports on a timely basis, following up on discrepancies and missing receipts to ensure accuracy
· P repare presentation and meeting materials; copy, collate, bind if necessary
· Navigate Firm’s resources, interface with various Departments on behalf of executives to collect information, respond to requests, obtain services
· Provide backup support for colleagues during vacation/sick days, and assist their managers as needed with phone coverage and other office needs
· Setup and maintain mail groups, keep orderly, fully-functioning work area
· Receive all external visitors and arrange guest passes via internal system
· Setup visitor desk for internal visitors and arrange meetings and transportations
· Order stationery /office supplies for the floor
· Arrange floor-wide desk moves and maintain floor maps
· Arrange desk/PC and training sessions for new hires and transfer-ins
· Maintain and update organizational charts
· Maintain Divisional mail groups

· Arrange business trips including flight/accommodation reservations and enabling access to overseas offices when traveling


Skills required (essential)

· Strong language skills (Fluency in both English and Japanese a must)

· Good organizational skills

· Ability to multi-task, as well as to follow up/manage ongoing projects/issues

· Effective team player willing to support/back up colleagues and communicate within/across product groups

· Strong working experience with Microsoft Outlook, Word, Excel and PowerPoint

· Effective interpersonal skills

· Excellent telephone etiquette

· Articulate/effective communicator (both oral and written)
· 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

· Ability to adapt procedures, processes and techniques to the completion of assignments

Skills desired

· Experience in Administrative Assistant capacity

· Experience in Financial Industry