Institutional Equity Division - Administrative Assistant (Tokyo)

Primary Responsibilities

Provide ongoing administrative support to assigned Business Unit stakeholders (“Coverage”), including:

Communication & Phone Support

Manage telephone coverage, including answering calls, taking accurate messages, and handling urgent or confidential matters with discretion

Provide backup coverage for colleagues’ lines as required

Calendar & Meeting Coordination

Maintain and manage calendars, including scheduling meetings and conference calls

Resolve scheduling conflicts and prioritize competing demands

Coordinate meeting logistics, including booking conference rooms and arranging audio/video conferencing

Event & Department Support

Support departmental initiatives and events

Prepare and organize meeting and presentation materials (copying, collating, binding as required)

Travel & Expense Management

Arrange all aspects of business travel, including maintaining up-to-date travel profiles

Book flights, accommodation, and ground transportation (car rental, taxis)

Prepare detailed travel itineraries

Submit expense reports in a timely manner; follow up on discrepancies and missing receipts to ensure accuracy

Administrative & Operational Support

Liaise with internal departments and navigate firm resources to respond to requests and obtain services on behalf of Coverage

Set up and maintain distribution (mail) groups

Ensure an organized and efficient work environment

Team Support & Coverage

Provide backup support to colleagues during absences (vacation/sick leave)

Contribute as part of a broader Assistant team

Office & Visitor Management

Receive external visitors and arrange guest access via internal systems

Set up workspace for internal visitors, including desk arrangements, meetings, and transportation

Order and manage stationery and office supplies

Assist with floor-wide desk moves and general administrative coordination

International Travel Support

Arrange business travel, including coordination with overseas offices and ensuring access requirements are met

Skills Required (Essential)

Fluency in English and Japanese (spoken and written)

Strong organizational and multitasking skills

Ability to manage and follow up on multiple priorities and ongoing tasks

Proven team player with willingness to support and collaborate across teams

Proficiency in Microsoft Outlook, Word, Excel, and PowerPoint

Strong interpersonal and communication skills

Excellent telephone etiquette

Clear and effective verbal and written communication

High degree of flexibility and problem-solving ability

Comfort with and ability to learn web-based systems (e.g., expense management, scheduling tools)

Strong judgment and discretion in handling confidential matters

Experience interacting with senior management

Ability to adapt processes and approaches to meet business needs

Skills Desired

Prior experience in an Administrative Assistant role

Experience within the financial services industry

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.

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.