Community Affairs Administrative Assistant Job New York USA

Community Affairs Administrative Assistant Job New York USA

Job Number:  3098432

POSTING DATE:  Sep 6, 2017

PRIMARY LOCATION:  Americas-United States of America-New York-New York

JOB:  Administration

EMPLOYMENT TYPE:  Full Time

JOB LEVEL:  Administrative Assistant

DESCRIPTION

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:

Based in New York City, Morgan Stanley Community Affairs is responsible for the Firm’s charitable efforts including: corporate and foundation giving, employee volunteering, giving and engagement, and communications and reporting around philanthropic issues for the Firm.

Community Affairs is seeking a full time Department Assistant with a minimum of two years of professional experience in the corporate or nonprofit sector to join our team of eight.  This position supports the department, department heads, and program managers in all administrative responsibilities and also provides extensive customer support to both employees’ and nonprofits’ inquiries about the Firm’s charitable programs.  This is a high volume and fast paced position that requires strong multi-tasking and communications skills in a teamwork oriented department. 

Primary Responsibilities and Duties: 

- Foundation and Corporate Giving and Charitable Programs:

- Manage clerical and banking activities for Morgan Stanley Foundation (deposits, record keeping, meeting setting, - materials preparation)

- Process and record all department payments including data entry, compliance screening, check processing, correspondence, establishing job numbers (MERs) and follow-through on all grants and programmatic invoices and check requests

- Dinner and events coordination (invitations for tables, production of ads, correspondence with charities) and assist - Managing Director with Firm-driven solicitations

- Generate and track grant applications for annual renewals through on-line system (arts, hospital, diversity, Metro - Area and strategic volunteer charities)

- Manage meeting scheduling for Foundation Board and subcommittees, and help prepare and distribute materials

- Review daily Events and Conferences (ENC) requests for department

- Process communication with non-profit partners; grant/decline letters

General Department Support:

- Primary coverage of the department’s main phone lines and handle inquiries in the shared email box

- Provide executive administrative support to Managing Director and Executive Director (phone coverage, calendar, travel, and etc.) and general administrative support to the team

- Coordinate logistics and assist in execution of meetings, volunteer projects, and larger initiatives (book rooms, food, transportation, materials, security, and etc.)

- Assist in coordinating hospital referrals for employees

- Maintain office supplies and equipment and provide logistical support for onboarding of new and temporary employees

- Distribute tickets and passes related to the Arts Freebies program and t-shirts for volunteer programs

- General assistance with other Community Affairs initiatives as needed, especially around campaigns

Global Volunteer Month:

- Coordinate logistics for all our on-site projects and Lunch-n-Learn activities (book rooms, order food, coordinate supplies, facilities requests, manage security issues and liaise with charities)

- Coordinate transportation and meals for NYC-based projects

- Train employees on use of volunteer website;  Assist employees with logging volunteer hours

- Serve as first point of contact for campaign specific emails

- Assist campaign managers with other logistics as needed (adding projects to volunteer site, registering volunteers, t-shirt orders, project postings, logging hours etc.)

QUALIFICATIONS

Requirements:

- The ideal candidate will have the following professional experience and personal qualities:

- Strong planning, administrative, and organizational skills; attention to detail a must

- Proactive with ability to work independently and as part of a team - making informed decisions in a complex and fast-paced environment, resourceful, meet deadlines, and know when to escalate

- Organized and able to manage and keep track of multiple moving pieces while keeping others updated

- Customer service oriented with great people skills and ability to effectively communicate with various corporate, non-profit and public audiences

- Sense of humor, positive attitude, humility and desire to learn are crucial

- Experience with coordinating and organizing meetings or workshops

- Flexibility; Ability to deal with changing priorities

- Working knowledge of Excel, PowerPoint and Word

- Experience working with non-profits, foundations, social enterprises an asset

- Open to candidates with varying level of professional experience but a minimum of two years is required

To apply visit following link:

https://ms.taleo.net/careersection/2/jobdetail.ftl?lang=en&job=686087&src=JB-10147