Administrative Assistant - Real Assets - Administrative

Job Number : 3233017

3233017

Posting Date

Jun 26, 2023

Primary Location

Americas-United States of America-New York-New York

Asset / Investment ManagementEmployment Type : Full TimeJob Level : Administrative Assistant

Description

Morgan Stanley Investment Management ( MSIM ), together with its investment advisory affiliates, has more than 1,100 investment professionals around the world and $1.

6 trillion in assets under management or supervision as of December 2021. Morgan Stanley Investment Management strives to provide strong long-term investment performance, outstanding service and a comprehensive suite of investment management solutions to a diverse client base, which includes governments, institutions, corporations and individuals worldwide.

We are seeking a dynamic Administrative Assistant to support the Private side MSIM business groups.

Administrative Description

• Coordinating travel schedules, arrangements and agendas in preparation for on-site and off-site meetings, conferences and events
• Submitting, maintaining and monitoring expense reports through Concur
• Processing payment of legal invoices and vendor payments through TeamConnect and Smaart
• Obtaining approvals for firm absorbed costs through MSMER
• Providing telephone coverage, including responding to inquiries, properly routing calls and taking detailed messages. Use of excellent judgment with both internal and external clients
• Managing highly sensitive information as it relates to firm and staff
• Heavy calendar management and scheduling
• Back-up coverage for admin. colleague(s) during planned or unplanned absences from the office
• Reviewing and prioritizing incoming mail and taking appropriate action. Performing related duties as assigned
• Ability to coordinate, and manage to completion, special projects as assigned
• Advanced experience in making domestic and in particular international travel arrangements including procuring visas (with assistance from Morgan Stanley travel desk), currency exchanges, arranging ground transportation through international hotel concierges (for both team members and senior advisors).
• Coordinating extensive meeting schedules
• Adept with working out travel logistics i.e. use of google maps to plan real travel time between mtgs, hotels and airports
• Documentation Management
• Assist with onboarding and off boarding all employees
• Execution of legal documents to be signed by various Officers
• Coordinating, streamlining and maintaining records and files

Qualifications

• Prior administrative or related experience at executive level is essential
• Flexible attitude with the willingness to take on new projects
• Highly service-oriented individual with the ability to work well both as an individual contributor and as part of a team
• Highly trainable with ability to learn new, proprietary systems
• Strong ability to manage multiple priorities and take independent initiative for action within areas of responsibility
• Financial Services experience preferred
• Excellent written, verbal and interpersonal communication skills
• College degree mandatory
• Proficiency with all Microsoft Office software

Expected base pay rates for the role will be between 80000 and 90000 per year at the commencement of employment. However, base pay if hired will be determined on an individualized basis and is only part of the total compensation package, which, depending on the position, may also include commission earnings, incentive compensation, discretionary bonuses, other short and long-term incentive packages, and other Morgan Stanley sponsored benefit programs.

Morgan Stanley's goal is to build and maintain a workforce that is diverse in experience and background but uniform in reflecting our standards of integrity and excellence.

Consequently, our recruiting efforts reflect our desire to attract and retain the best and brightest from all talent pools.

We want to be the first choice for prospective employees. It is the policy of the Firm to ensure equal employment opportunity without discrimination or harassment on the basis of race, color, religion, creed, age, sex, sex stereotype, gender, gender identity or expression, transgender, sexual orientation, national origin, citizenship, disability, marital and civil partnership / union status, pregnancy, veteran or military service status, genetic information, or any other characteristic protected by law.

Morgan Stanley is an equal opportunity employer committed to diversifying its workforce (M / F / Disability / Vet).

Office Administrator Assistant - SERVPRO Northwest Brooklyn This position will be responsible for the daily coordination and administration of general business activities for the office.

Servpro is a restoration company that assists homeowners and business owners with Water, Fire & Mold damage cleanup and restoration as well as the reconstruction. Qualifications :

• Experience in a reception duties
• Proven ability to independently execute assigned tasks with minimal oversight
• Strong proactive team player with "can do" attitude
• Good quantitative skill set and able to perform routine calculations if needed when associated with department functions
• Ability to maintain an important level of organization
• Good interpersonal skill set.
• Ability to work in a fast paced, and at times, stressful environment

Job Details / Duties :

• Answer phones daily. Takedown information from caller re : the nature of the damage with empathy and patience. Complete the Notice of Loss form and provide it to the Job File Coordinator in the office for processing.
• Communicate and establish a rapport with commercial / residential customers, insurance agents and adjusters
• Support Office Manager and job file coordinator with any tasks that need immediate attention.
• Type up of estimates for clients / insurance adjuster
• Keep track of warehouse equipment inventory and placement at each job. Ensure pick-up of equipment at the end of the job.
• Complete Test Request forms for all flooring, siding, roofing, cabinets, etc. that require testing for mold and replacement
• Request COIs (certificates of insurance) as needed
• Keep Operations manager / Owner updated on production
• Follow-up on all assigned jobs ensuring that customers needs are met
• Resolve problems quickly as they arise
• Perform clerical duties such as copying, scanning, emailing, etc
Benefits :
• 401(k)
• 401(k)
• Dental insurance
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Referral program
• Vision insurance

Schedule :

Monday to Friday 8 : 30- 4 : 30pm

Preferred Experience :

• Administrative experience : 4 years
• Exactimate
• Drybook
• Quickbooks
• Proficient in Excel

Skills / Physical Demands / Competencies This is a role in a fast-paced office environment. Some filing is required which would require the ability to lift files, open filing cabinets, and bending or standing as necessary.

Ability to successfully complete a background check subject to applicable lawEach SERVPRO® Franchise is Independently Owned and Operated.

All employees of a SERVPRO Franchise are hired by, employed by, and under the sole supervision and control of an independently owned and operated Servpro Franchise.

Servpro Franchise employees are not employed by, jointly employed by, agents of or under the supervision or control of Servpro Industries, LLC or Servpro Franchisor, LLC (the Franchisor), in any manner whatsoever.

All Sample Forms provided by Servpro Industries to Servpro Franchises should be reviewed and approved by the Franchise’s attorney for compliance with Federal, State and Local laws.

All Sample Forms are provided for informational purposes and Servpro Franchises may choose whether or not to use them. Compensation : $21.50 per hour

Picture yourself here fulfilling your potential.

At SERVPRO®, you can make a positive difference in people’s lives each and every day! We’re seeking self-motivated, proactive, responsible, and service-oriented teammates to join us in our mission of helping customers in their greatest moments of need by repairing and restoring homes and businesses with an industry-leading level of service.

With nearly 2,000 franchises all over the country, finding exciting and rewarding SERVPRO® career opportunities near you is easy! We look forward to hearing from you.

All employees of a SERVPRO® Franchise are hired by, employed by, and under the sole supervision and control of an independently owned and operated SERVPRO® Franchise.

SERVPRO® Franchise employees are not employed by, jointly employed by, agents of, or under the supervision or control of Servpro Franchisor, LLC, in any manner whatsoever.

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Position Summary

Under guidance, provides a wide range of administrative and secretarial support to senior staff within the department

Job Responsibilities

• Coordinates calendars and schedules appointments and meetings. Prioritizes requests for meetings and coordinates the necessary arrangements for meetings.
• Initiates and prepares written correspondence as needed and based on functional needs.
• Responsible for procurement activities related to goods, services, and / or equipment as needed.
• Responsible for disbursement / reimbursement activities as needed.
• Maintains inventory of supplies, equipment and / or reagents. May order supplies / equipment / reagents as authorized or ensure that needs are escalated appropriately.

Receives supply orders and confirms accuracy of delivery. May assist with cost control.

• Maintains electronic and hard copy files and databases. Maintains integrity of information.
• Answers phones, responds to inquiries and triages calls to appropriate personnel.
• Responsible for travel and conference arrangements. Organizes itinerary, makes appropriate reservations for travel and accommodations.
• Records and distributes meeting minutes.
• Routinely analyzes and evaluates workflows to ensure maximum efficiency.
• Assists with responsibilities associated with professional organizations and external advisory boards and committees, which may include membership renewals, professional certifications, and journal renewals.
• Receives, sorts and distributes mail; accepts and signs for package deliveries.

Education

High School Diploma in related field

Experience

Bachelor's degree is preferred.

Approximately 2 years of related experience providing secretarial support to senior leadership

Knowledge, Skills and Abilities

• Excellent computer skills including good working knowledge of MS office. Ability to learn new computer software and applications.
• Ability to communicate instructions and observations effectively verbally and in writing.

Licenses and Certifications

Working Conditions / Physical Demands

Standard office work

Title - Administrative Assistant

Duration - 3 Months (Extendable)

Shift - Days

Mon-Fri 9a-5p phone calls, appointment scheduling, working daily on our GI referral and consult WQ in EPIC. Check in for patients at the front desk.

Provide coverage for other departments when needed. The candidate must have experience working in a medical office setting, has experience in Managed Care insurances and using EMR.

Org. Setting and Reporting Responsibilities

Under the overall guidance of the Chief of the Administrative Section and under the direct supervision of the Associate Administrative Officer, the incumbent is responsible for the following :

Human Resources Management

Assists the supervisor in managing the Unit’s human resources activities, e.g. recruitment, replacement, promotion, performance appraisals, job classification reviews, separation of staff and training etc.

ensuring consistency in the application of UN rules and procedures.

• Initiates, reviews, processes and follows-up on actions related to the job openings in Inspira for the Unit.
• Oversees and keeps track of status of job openings and maintains the case files in electronically for the record.
• Monitors staffing table and prepare relevant statistical data / charts for the Section.
• Reviews applications, prepares draft preliminary evaluations and assists in identifying the shortlist of candidates for further review by the respective Programme Managers.
• Process and / or review the evaluations in Inspira and prepare responses to queries by OHR and Central Review Bodies (CRB) as necessary.

Contract Administration and General Administration

• Assists with the day-to-day administration of contracts between the UN and external contractors for outsourced services.
• Audits the contractors' invoices against the goods and services provided by the contractor and approved by the UN.
• Processes the payment of contractors’ invoices and monitor payments.
• Coordinates extensively with service units and liaises frequently with internal team members of FCAS and the other offices at UN Headquarters
• Drafts various correspondence with regards to information and facility management as assigned.
• Performs other administrative duties as assigned.

Competencies Education

High school diploma or equivalent is required.

Work Experience

A minimum of 7 years of progressive experience in administrative services, finance, accounting, audit, human resources, or related area is required.

Experience in recruitment and selection within an international organization or public institution is required.

Experience using talent management systems such Inspira is desirable.

Experience using Enterprise Resource Planning (ERP) Systems such as SAP is desirable.

Languages

Fluency in oral and written English is required. Knowledge of another official United Nations language is an advantage.

Assessment

Evaluation of qualified candidates may include an assessment exercise which may be followed by a competency-based interview.

Special Notice United Nations Considerations No Fee

THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, OR TRAINING).

THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON APPLICANTS’ BANK ACCOUNTS.