Senior Administrative Assistant (New York)

Summary of Primary Role

Execute and ensure an efficient workflow for Office Services requests, process invoices, and provide entry-level administrative backup support.

Key Internal/External Contacts

Daily interaction with all levels of management and professionals throughout Morgan Stanley.

Primary Responsibilities

Administrative Support

Perform Reception duties on IBD Management floor, meeting and greeting visitors, when needed

Reserve conference rooms

Coordinating and reserving Visitor Office Space

Coordination of incoming and outgoing deliveries and packages

Serve as floor fire wardens

Back up basic administrative functions

Projects as required

Expense Management

Process invoices through SMAART system

Process and approve Ariba orders for office supplies, business cards, stationery, etc.

Provide backup support when needed for maintenance/facility requests

Submit request tickets to assist Office Services Manager with:

o Office cleaning/spills

o Ladies/Mens Room tickets (i.e., bathroom clogs, un-kept stalls, etc.)

o Pantry Requests (i.e., broken ice machine, refrigerator defrost, broken vending machine/coffee machine)

o Garbage pickup/Confidential Waste bin deliveries

o Light bulb replacement

o Replacement Office/Desk/Filing cabinet keys

o Air conditioning/heating adjustments

o Mechanical issues (i.e., air vent malfunctions)

o Headset, webcam, speaker puck installations when requested

Assist with onboarding new hires and transferred employees

Oversee headset, webcam, speaker puck inventory

Stock new hire desks with basic office supplies and ensures workstation and telephone are connected

Assist with coordination of packing and shipping termed employees personal items

Clean Desk Champion - Coordinating with Building Services to have termed employees desks deep cleaned upon leaving

Update and maintain floorplans

Office Nameplate replacements/updates

Espace/Manhattan seating updates

Assist Office Services Manager with physical move coordination, which could require working an occasional weekend, or working overtime on a weekday

Process Market Data requests