Wealth Management - Branch Administrative Assistant

About the Division

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.

About 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 Responsibilities

Provide administrative support to the Branch Management team
• Scanning including storing, filing and archiving of all documents
• Maintaining leave register for all staff and reconcile against leave system monthly
• Assisting with maintenance or closures of accounts and bulk client mailouts
• Processing Branch invoices and liaising with Finance as required
• Managing the branch cheque handling procedures, including banking
• Maintaining internal phone list/floorplan/documents and update internal systems
• Booking travel for Management and assist other staff as required
• Assist with processing new hire and leavers
• Compile and reconcile expense claims for Management and assist other staff as required
• Manage correspondence for the Branch including distribution of mail, distribute daily open order trade report, monitor correspondence in conjunction with Branch Management to ensure adherence to Correspondence Policy
• Assist with co-ordination of branch events, client events, seminars, research and company presentations including room bookings, RSVPs, arranging catering/refreshments, multimedia etc
• Maintain kitchen/utilities area
• Diary management
• Logging IT requests
• Liaise with facilities manager and corporate services regarding cleaning/facilities maintenance and building maintenance requests
• Maintenance of stationery supplies
• Assist with overflow work from Client Service Associates as required
• Cooperate with branch cross-training requirements as directed.

Cross train and provide back up to the Client Services Associate role as required including but not limited to:
• Distribute new account documents & required notification to clients & review new account forms for accuracy & completeness, including input of client banking details
• Assign account number and provide Financial Advisors with completed new account forms after management approval
• Arrange & assist with CHESS & sponsorship, off-market, broker to broker and issuer to CHESS transfer of client documents
• Assist with the coordination of Corporate Actions and IPO's for the Sydney Branch
• Managing Annual fee reconciliation and account clean up
• Authorise access & respond to client queries from the Website

Compliance Responsibilities:
• Comply with the ethical standards contained within the Company Code of Conduct.
• Adhere to Company policies and procedures, regulatory and legislative requirements.

Key Qualifications/ Experience

Technical/Specialist skills/competencies
• Knowledge of switchboard operation and telephone equipment
• Excellent customer service and telephone manner
• Ability to maintain files
• Well-developed IT literacy, database and analytical skills

Business/Industry knowledge/competencies
• Knowledge or interest in financial markets and the financial planning industry (highly desirable)
• Understanding of compliance and legal requirements within Morgan Stanley

Personal Attributes/Interpersonal skills
• Excellent communication skills
• Flexible attitude and ability to remain calm under pressure
• Communicate clearly and professionally in written and oral forms to both internal and external clients
• Proactive, punctual and reliable
• Professional presentation and strong attention to detail
• Strong interpersonal skills
• Ability to work and interact with a variety of people
• Strength in organizational ability and time management
• Work unsupervised
• Self-motivated and strong use of initiative, ability to prioritise and multi-task

Qualifications:

Key Qualifications/ Experience
• Recognised industry studies preferred but not essential
• Administrative experience preferred.
• Experience within a broking environment highly

Key Business Relationships
• Internal: All branch staff, Morgan Stanley staff including Branch Management, Financial Advisors
• External: Clients, providers, visitors

Equal Opportunity Statement

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, gender, gender identity or expression, sexual orientation, national origin, citizenship, disability, marital and civil partnership/union status, pregnancy (including unlawful discrimination on the basis of a legally protected pregnancy/maternity leave), veteran status, genetic information, or any other characteristic protected by law.

Morgan Stanley is an equal opportunity employer committed to diversifying its workforce.