Assistentin Der Geschäftsleitung - Frankfurt am Main, Deutschland - XML International

XML International

Geprüftes Unternehmen

Frankfurt am Main, Deutschland

vor 3 Wochen

Geschrieben von:

Lena Wagner

beBee Recruiter

Beschreibung

Legal and Compliance Division

Executive Assistant

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 Legal and Compliance Division ("
LCD") provide a wide range of services to our business units.

They might help to structure a complex and sensitive cross-border transaction; advise on a new product introduction; develop a training program or defuse an investor dispute.

They preserve the firm's invaluable reputation for integrity and protect the firm from sanctions with policies and procedures that meet regulatory requirements around the world.

They also strive to maintain cooperative relationships with governmental policy makers and the regulatory and self-regulatory agencies that govern the firm's businesses.

Role Description:

Secretarial and administrative responsibilities:

Control of business schedule and diary management for the senior members of the team and provide secretarial and administrative assistance to support other team members as required.
Prioritise scheduling Regulatory meetings as time critical element to these meetings.
Act as a 'gatekeeper' for diary and proactively ensure diaries do not have clashes, use initiative to find resolutions and workarounds prioritising time sensitive tasks and meetings.
Arrange all conference calls, rooms, AV equipment, catering, dialin numbers and video conference facilities.
Significant liaison with senior members of the Firm and external clients, including regulators and external counsel on confidential matters.
Coordinate and book all travel including flights, hotels, currency, taxis etc. within the Firmwide Expense Policy. Ensure relevant agendas and itineraries are organised in advance.
Manage and process expense claims in a timely manner, ensuring all claims are within the Firmwide Expense Policy and accounts payable deadlines are met.
Process invoices via the Firm's eBilling platform TeamConnect and raise funding requests through PPM Prime (full training given).
Develop good working relationships with other Assistants within the broader LCD department and provide 'buddy cover' as required ensuring consistent Assistant coverage during lunch breaks, holidays and sickness.
Devise and maintain processes to facilitate an organised environment.
Typing of correspondence with excellent attention to detail, including but not limited to, the preparation of PowerPoint presentations and drafting routine correspondence.
Printing and collating all meeting documentation as required.
Provide full telephone coverage including responding to and dealing with enquiries and fielding calls.
Processing incoming/outgoing mail, ensuring all post is dealt with quickly and efficiently.
Ensure handover notes are kept up to date for ease of coverage.
Ad hoc duties as and when required.

Skills and Experience:

Ability to maintain confidentiality on all aspects of work.
An experienced, confident, friendly 'people oriented' personality required with an ability to liaise with people at all levels to achieve work goals.
Ability to be able to remain calm under pressure and deal with last minute changes to schedules effectively and efficiently.
Clear and concise written and verbal communication (in German and English).
Ability to use own initiative and judgment.
Highly organised and capable of multitasking to meet deadlines.
Professional manner using discretion.
Excellent attention to detail.
Good organisational skills and able to follow up outstanding items as necessary.
SharePoint experience is an advantage.