Administrative Assistant, Wealth Management - NSW Branch

About The Company
In Australia, Morgan Stanley's focus is on providing individuals and institutions with strategic advice and then helping implement these strategies through quality investment advice and execution.

Overview of The Role
A key function of this role is to provide operational support to the Branch with administrative, operational and compliance functions within a high volume, time critical environment.

Key Accountabilities:

• Provide administrative support to NSW State Manager and Administration Manager (including diary management).
• Support administration of the entire NSW branch.
• Supporting administration of NSW branch events. Assist with co-ordination of branch events, client events, seminars, research and company presentations including room bookings, RSVPs, arranging catering/refreshments, multimedia etc
• Co-ordinating interstate visitors.
• Managing branch inbox, responding to queries from various teams.
• Travel booking for management and assisting other staff, as required.
• Compile and reconcile expense claims for Management and assisting other staff, as required.
• Maintaining leave register for all staff; performing monthly reconciliation of leave register vs leave entered in Workday system.
• Processing invoice requests from front office staff, liaising with Finance team as required.
• Maintaining organisational charts, phone lists, floorplans. Updating internal systems or relevant teams, as required.
• Document management; storing, filing and archiving of client and management documents.
• Manage correspondence; distribution of mail, monitoring correspondence to ensure adherence to Correspondence Policy.
• Distribute daily open order trade report.
• Assisting with processing new hires or leavers for Sydney office.
• Assist with administering Financial Advisor (FA) leaver process, including code setup & changes.
• Assisting with notification or follow-up of FA/CSA during remediation efforts and other initiatives eg. AML/KYC Uplift.
• Assisting with maintenance or closures of accounts and bulk client mailouts.
• Sending FA dashboards to advisers, monthly.
• Logging IT requests; including, secureID / BYOD.
• Assisting with enforcement of the MSWMAU clear desk policy.
• Administering client requests, relating to dormant accounts or accounts on expired codes.
• Respond to client queries received via website or reception.
• Monitoring SOP expiry report and Issuing SOP expiry reminders to FA/CSAs.
• Support the management/processing of the annual domestic administration fee.
• Issuing CPD reminders to FA/CSAs .
• Maintain gift register.
• Requesting couriers.
• Distributing faxes.
• Liaise with facilities manager and corporate services regarding cleaning/facilities maintenance and building maintenance requests.
• Maintain kitchen and utilities areas.
• Maintain stationery supplies.
• Managing the branch cheque handling procedures, including banking.

Cross train and provide back up to the Client Services Associate (CSA) role, as required including but not limited to:
• Maintaining staff accounts.
• Pre-population and distribution of new account documents and notification to clients, as and when required.
• Arrange and assist with CHESS & sponsorship queries or client documents. Eg. off-market, broker to broker and issuer to CHESS transfer instructions.
• Assist with the co-ordination of Corporate Actions and IPO's for the NSW Branch.
• Assist with phone coverage.