ABOUT MORGAN STANLEY
Morgan Stanley is a leading global financial services firm providing a wide range of investment banking, securities, wealth management and investment management services. With offices in more than 41 countries, the Firm's employees serve clients worldwide including corporations, governments, institutions and individuals. For further information about Morgan Stanley, please visit www.morganstanley.com.
ABOUT PARAMETRIC
Parametric is part of Morgan Stanley Investment Management, the asset management division of Morgan Stanley. We partner with advisors, institutions, and consultants to build portfolios focused on what's important to them and their clients. A leader in custom solutions for more than 30 years, we help investors access efficient market exposures, solve implementation challenges, and design multi-asset portfolios that respond to their evolving needs. We also offer systematic alpha and alternative strategies to complement clients' core holdings.
This role is part of Parametric's hybrid working model, which includes working in the office 2-3 days a week and choosing to work remotely or in the office the remaining days of the week.
GENERAL DESCRIPTION
This position provides overall management of the daily operations of the Parametric New York Office. They are responsible for managing office communications and facilitating key tasks, procedures for various departments. Duties include communicating with department heads, relaying important information or policy changes from upper management, and implementing incentives to enhance employee productivity. This position is a contributing member to the office management and business administration team across all Parametric locations.
PRIMARY RESPONSIBILITIES
- Perform facility and office support functions as first point of contact for all employees, clients, vendors, and other external partners in the New York office.
- Serve as point person with building management and Morgan Stanley Corporate and Facilities Services Team on any suite needs (e.g. carpet cleaning, lighting, and organization)
- Maintain general office functions, including office, kitchen supply inventory and ordering, performing regular office rounds to ensure office machines are in order
- Identify opportunities for process and office management improvements, and design and implement new systems. Develop office policies and procedures, and ensure they are implemented appropriately, reporting progress as applicable.
- Manage the office occupancy, assign, and enforce seating standards
- Address employees' queries regarding office management issues (e.g., stationery, hardware, visitors, and travel arrangements)
- Manage the building and systems access with the building and maintain security awareness, including managing the keycard process
- Prepare and ship all outgoing materials; (US Mail, UPS, and FEDEX). Process and log incoming deliveries; (US Mail, UPS, FEDEX) and open, sort and distribute incoming correspondence.
- Ensure that conference rooms are organized and tidy
- Ensure that employee experience events, Town Halls, new employee onboarding, and departmental meetings and events are coordinated and supported in the office. Arrange for space booking, technology, ensure supplies are available and that all elements of the event are supported for a positive employee experience.
- Support communication efforts by authoring or editing office or company-wide communications.
- Order repairs for office equipment and maintenance, connecting with and escorting vendors and monitor and order/manage as required
- Receive and coordinate payments of vendor bills, ensuring that all items are invoiced and paid on time,
- Provide back-up to the Business Administration department and other duties as assigned to meet business needs.
JOB REQUIREMENTS
- Bachelor's degree in business administration, facilities management, or a related field or comparable combination of education and experience.
- 3+ years' experience in office management or similar office/property administration that demonstrate a knowledge of Office Administration responsibilities, systems, and procedures.
- Hands on experience with office equipment (e.g. fax machines and printers)
- Proficiency in MS Office applications (PowerPoint, Outlook, Excel, Word)
- Strong interpersonal and relationship building; establishes rapport with colleagues and fosters a positive office environment.
- Excellent written and verbal communication skills.
- Financial know-how and the ability to manage budgets, track expenses, and ensure financial compliance.
- Strong attention to detail, accuracy, and thoroughness.
- Brings enthusiasm, creativity, patience, good judgment, and flexibility to their work
- Confidence to take initiative and make decisions proactively; anticipates problems and challenges before they happen
- Experience in exercising sensibility, discretion, and diplomacy in handling all matters, information, and relationships (including confidential or sensitive information)
- Must be willing and able to work flexible hours, under tight deadline with pressure and on short notice
Parametric believes each member of our organization makes a significant contribution to our success. That contribution should not be limited by the assigned responsibilities. Therefore, this job description is designed to outline primary duties and qualifications. It is our expectation that every member of our team will offer his/her/their services wherever and whenever necessary to ensure the success of our client services.
Expected base pay rates for the role will be between $70,000 and $150,000 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
