Executive Assistant (Saudi Arabia)
Job Number:
‎3207130
POSTING DATE: Apr ‎27, ‎2022
PRIMARY LOCATION: Europe, Middle East, Africa-Saudi Arabia-Saudi Arabia-Riyadh
JOB: Administration
EMPLOYMENT TYPE: Full Time
JOB LEVEL: Non-Exempt
DESCRIPTION
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.

Role Responsibilities:

Secretarial & Administrative
* Responsibility and control of business schedule and diary management for all the bankers being supported.
* Maintain calendars, arrange internal and external meetings. Act as 'gatekeeper' for diary and pro-actively ensure diaries do not have clashes, use initiative to find resolutions and workarounds
* Extensive verbal and written interaction with your Banker's external clients, to CEO Level and internal colleagues ensuring the maintenance of relationships
* Liaising with internal and external client contacts to coordinate all logistics (time, venue, date, attendees) to ensure all meeting/events are properly arranged
* Arrange all conference calls, rooms, AV equipment, dial in numbers and video conference facilities
* Co-ordinate and book all travel including flights, hotels, currency, taxis etc. within the Firmwide Expense Policy. Ensure relevant agendas and itineraries are organized in advance. Also be available for any last-minute changes and emergency requests
* Process monthly expenses in a timely manner. Ensure these are processed quickly and efficiently and are within Firmwide policy. Pro-actively ensure this flow through the internal checking system. Obtain prior approval through the firm's approval systems for any client related or other entertainment costs
* Printing and collating all meeting documentation as required
* Provide admin support for any ad hoc team projects e.g., offsites, on sites, social events, etc.
* Provide secretarial assistance to officers outside of designated group when other members of the buddy group are out of the office due to sickness or short-term holiday
* Build good working relationships with other Assistants both Domestically and Internationally within the team and within other business units
* Organization of Monday Morning Meetings/Weekly Meetings/Team Meetings
* Pipeline/Greenbook maintenance
* Maintaining our in-house Client Relationship Management (CRM) Program
* Upkeep of filing systems
* Ad-hoc personal work
* Management of SABER (Import of goods) and FASAH (Export of goods) firm accounts
* Managing KSA business visa Invitation Letter requests for Morgan Stanley colleagues and clients via the Ministry of Foreign Affairs portal
* Assisting with company actions through government and business portals as required, for example letter attestations, revisions to Company's Commercial Registration and other corporate licenses / documents administration
* Work with buddy group to ensure consistent Assistant coverage during lunch breaks, holidays, and sickness
* Devise and maintain processes to facilitate an organized environment
* Ensure handover notes are kept up to date for ease of coverage #LI-KF1

QUALIFICATIONS

Qualifications

• Previous experience as an Executive Assistant


• Saudi National


• Maintain confidentiality on all aspects of workload


• Ability to be able to remain calm under pressure and deal with last minute changes to schedules effectively and efficiently


• Pro-active 'can do' approach


• Ability to use own initiative and judgement


• Highly organized and capable of multi-tasking to meet deadlines


• Articulate; an effective communicator


• Discreet, professional manner


• Attention to detail


• Good organizational skills and able to follow up outstanding items as necessary


• Strong team player


• Excellent time/priority management skills


• Excellent communication skills


• Word/PowerPoint/Excel/Outlook/CRM and all other Microsoft applications


• Full training on all MS systems and policies will be provided

Morgan Stanley is an equal opportunities employer. We work to provide a
supportive and inclusive environment where all individuals can maximise their
full potential. Our skilled and creative workforce is comprised of individuals
drawn from a broad cross section of the global communities in which we operate
and who reflect a variety of backgrounds, talents, perspectives, and
experiences. Our strong commitment to a culture of inclusion is evident
through our constant focus on recruiting, developing, and advancing
individuals based on their skills and talents.

Interested in flexible working opportunities? Morgan Stanley empowers
employees to have greater freedom of choice through flexible working
arrangements. Speak to our recruitment team to find out more.
Given the continued spread of COVID-‎19 (coronavirus), all interviews will be
conducted by phone or virtual connection to protect our candidates and
employees.

LI-KF1