Assistant / Junior Office Coordinator

Investment Banking Divison - Assistant / Junior Office Coordinator

Warsaw

We’re seeking someone to join our team as an Assistant / Junior Office Coordinator.

The role will have a dual reporting - locally to Head of IBD Poland, and to EMEA Assistant Manager in London IBD.

The role combines Team assistant`s and Office management responsibilities. The role is a point contact for all Firm`s departments from other offices, specifically, for IBD, Corporate Services, Financial control group, HR etc. 

Since 1935, Morgan Stanley is known as a global leader in financial services, always evolving and innovating to better serve our clients and our communities in more than 40 countries around the world. 

What you'll do in the role:

Team Assistant

• Handling telephone calls and fax
• Meetings scheduling
• Coordinating conference calls, travel arrangements, special events for the department/team
• Collate and manage vacation schedule for the team
• Typing, copying, binding
• Create and maintain filing system
• Welcoming and attending to guests;
• Reservation and maintenance of conference area and meeting rooms; perform regular room checks
• Organizing logistics for meetings including catering, in coordination with housekeeping and cleaning services;
• Set-up of audio conferencing;
• Update and maintain a client / counterparties database
• Business Travel Support
• Preparation and processing of expense reports in a timely fashion ensuring adherence to Firm and IBD policy.

Office management

• Business unit liaison - establish and fulfil the BU’s property, facility and administration requirements in a timely manner, including co-ordination with the relevant Corporate Services (CS) department representatives
• Corporate Real Estate –Co-ordination of space plan/CAD updates in line with BU staffing projections as applicable, providing regular updates to CS in head office.
• Facility Management / Building Operations - Control/monitoring maintenance programs. Point of call in case of BMS- and facility alarms.
• Moves and changes – arrange and coordinate in conjunction with London all moves and changes.
• Health & Safety – Support the establishment and maintain a program for the local office in line with Firm policy that also accommodates local requirements & regulations. Reporting of and response to all Health & Safety related occurrences to the local emergency response agencies and communicate to the London H & S team. Act as Fire Marshal and First Aider.
• Ensuring smooth running of the areas (Mailroom, Postal and Courier Services; Reception / Switchboard; Archives; Subscription co-ordination)
• Vendor relationships - liaise with the local providers of services as and when required (in coordination with the relevant business units)
• Finance/Controllers – Liaise with Finance on cost centre, space and occupancy reporting as applicable. 
• Co-ordination with IT to ensure that IT impact is incorporated and represented in CS projects and reporting.  
• Corporate travel – Liaise with Corporate Services London in respect of corporate travel requirements.
• Insurance - Assist in the coordination of office insurance coverage with the local business unit liaison, local brokers and the Firm’s insurance specialists.
• Point of contact - act as a generic point of contact for the office in respect of the significant ad hoc tasks that arise.
• Invoice management - Preparation and processing of invoices to meet payment deadlines.

WHAT YOU CAN EXPECT FROM MORGAN STANLEY:

At Morgan Stanley, we raise, manage and allocate capital for our clients – helping them reach their goals. We do it in a way that’s differentiated – and we’ve done that for 90 years.  Our values - putting clients first, doing the right thing, leading with exceptional ideas, committing to diversity and inclusion, and giving back - aren’t just beliefs, they guide the decisions we make every day to do what's best for our clients, communities and more than 80,000 employees in 1,200 offices across 42 countries. At Morgan Stanley, you’ll find an opportunity to work alongside the best and the brightest, in an environment where you are supported and empowered. Our teams are relentless collaborators and creative thinkers, fueled by their diverse backgrounds and experiences. We are proud to support our employees and their families at every point along their work-life journey, offering some of the most attractive and comprehensive employee benefits and perks in the industry. There’s also ample opportunity to move about the business for those who show passion and grit in their work.

To learn more about our offices across the globe, please copy and paste https://www.morganstanley.com/about-us/global-offices​ into your browser.

The annual gross base salary range for this role is PLN 126,000 to 170,000., dependent on skills and experience. Employees receive a comprehensive benefits package and may also be eligible for discretionary annual variable compensation.

Certified Persons Regulatory Requirements:
If this role is deemed a Certified role and may require the role holder to hold mandatory regulatory qualifications or the minimum qualifications to meet internal company benchmarks.

Flexible work statement
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.

Morgan Stanley is an equal opportunity employer committed to building and maintaining a workforce that is diverse in experience and background.  Our recruiting efforts reflect our strong commitment to a culture of inclusion, where individuals are hired, developed, and advanced based on their skills and talents.

Our workforce reflects a broad cross-section of the global communities in which we operate, bringing a variety of backgrounds, talents, perspectives, and experiences.

For more information, please visit: https://www.morganstanley.com/people-opportunities/eeo.