Administrative Assistant, Institutional Equity Division

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 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 Profile

Morgan 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 Responsibilities

Provide ongoing administrative support to assigned Business Unit stakeholders ("Coverage"), including:

• Communication & Phone Support
  
  • Manage telephone coverage, including answering calls, taking accurate messages, and handling urgent or confidential matters with discretion
  • Provide backup coverage for colleagues' lines as required
• Calendar & Meeting Coordination
  
  • Maintain and manage calendars, including scheduling meetings and conference calls
  • Resolve scheduling conflicts and prioritize competing demands
  • Coordinate meeting logistics, including booking conference rooms and arranging audio/video conferencing
• Event & Department Support
  
  • Support departmental initiatives and events
  • Prepare and organize meeting and presentation materials (copying, collating, binding as required)
• Travel & Expense Management
  
  • Arrange all aspects of business travel, including maintaining up-to-date travel profiles
  • Book flights, accommodation, and ground transportation (car rental, taxis)
  • Prepare detailed travel itineraries
  • Submit expense reports in a timely manner; follow up on discrepancies and missing receipts to ensure accuracy
• Administrative & Operational Support

• Liaise with internal departments and navigate firm resources to respond to requests and obtain services on behalf of Coverage
• Set up and maintain distribution (mail) groups
• Ensure an organized and efficient work environment

• Fluency in English and Japanese (spoken and written)
• Strong organizational and multitasking skills
• Ability to manage and follow up on multiple priorities and ongoing tasks
• Proven team player with willingness to support and collaborate across teams
• Proficiency in Microsoft Outlook, Word, Excel, and PowerPoint
• Strong interpersonal and communication skills
• Excellent telephone etiquette
• Clear and effective verbal and written communication
• High degree of flexibility and problem-solving ability
• Comfort with and ability to learn web-based systems (e.g., expense management, scheduling tools)
• Strong judgment and discretion in handling confidential matters
• Experience interacting with senior management
• Ability to adapt processes and approaches to meet business needs

• Prior experience in an Administrative Assistant role
• Experience within the financial services industry