E*Trade - Office Manager - Site Administrator

More than 30 years ago, E*TRADE pioneered the online brokerage industry by executing the first-ever electronic individual investor trade. While the landscape of our industry has changed dramatically, our culture of innovation and drive to make online trading accessible to everyone continues to drive us forward. We believe in challenging the status quo, fostering an environment of curiosity and learning, and, above all, putting our custom e rs first.
In 2020, ETRADE joined Morgan Stanley, signaling a major industry shift that brought Wall Street and Main Street together more than ever before. As ETRADE\u2019s parent company, Morgan Stanley plays an important role in expanding what we can offer to investors, though E*TRADE still functions as an independent entity.
SUMMARY
Reporting directly to the Director, Administrative Services, the Sr. Specialist, Site Administrator is responsible for supporting the Sandy, UT location (approx 600 employees). The Site Administrators are responsible for cultivating a culture of collaboration and inclusion while promoting the Mission, Vision and Values of E*TRADE. Duties will include ordering site supplies, booking visitor meeting space, planning site events and meetings, amongst other administrative and support duties.
Essential Job Functions:
Position requires the development and creation of written materials, communications, documentation, memos, invitations, and internal messaging targeting a variety of audiences and levels of management; must be accustomed to dealing with highly confidential materials and documents.
Support the planning and execution of multiple site culture/employee appreciation events/initiatives that encourage cross-functional interaction amongst associates (i.e. Holiday/Summer events, Fall Festival, National Themed days, etc.).
Plan and organize charitable giving and volunteer activities
Organize site meetings by ordering lunches, conducting conference room set-ups, note-taking, etc.
Provide guidance, direction and information to employees and supervisors on specific situations that may arise.
Collaborate with Facility partners to provide Work Environment feedback from the business
Work closely with the Command Center to ensure event schedules align for optimal Customer Service participation
Respond to emails and phone calls; prioritize meeting schedules and projects with limited or no direct instruction.
Management of Awards and Recognition program
Support Retail Brokerage business with implementing Business Continuity Plans
RESPONSIBILITIES
Manage office supply procurement, and other purchasing requests.
Supervise maintenance and alteration of office areas and equipment as well as layout, arrangement and housekeeping of office facilities
General administrative support for Vendor Management, and Third Party
Conduct research and performing detailed analysis to complete various projects, as required.
Organize and maintaining calendar/conference via MS Outlook, answering incoming calls and initiating responses promptly; prioritizing schedules to ensure the most critical matters are handled or responded to in a timely manner.
Handle general administrative duties for Sales & Service Leadership team through completing business expense reports, booking travel and other tasks, as necessary.
Possess creativity and innovation to develop employee engagement opportunities.
Arrange meetings and take meeting notes as appropriate. Draft official meeting minutes for management meetings as necessary
Basic
Have a minimum of five (5) years' experience offering excellent written and verbal communication, organizational and interpersonal skills as well as the ability to perform multiple tasks in a fast-paced and exciting environment
2+ years' experience in MS Office programs, specifically MS Outlook, Adobe Acrobat, Excel, and Power Point for financial reports, presentations, and other special projects, as required;
2+ years' experience in the development and creation of written materials, communications, documentation, memos, invitations, and internal messaging targeting a variety of audiences and levels of management; must be accustomed to dealing with highly confidential materials and documents.
Preferred
Possess an approachable personality that helps create a fun and positive work environment
Ability to handle details of a highly confidential nature and close interaction with high level contacts of a sensitive nature inside and outside of the company.
Previous experience working with senior level executives internally/externally, and experience with clients, vendors, visitors, etc.
Must be detail-oriented with willingness to do whatever is necessary to get the job done in a collaborative environment.
Must have excellent communication, organization and interpersonal skills.
Must be able to effectively organize and prioritize work on a regular basis with little instruction or supervision on day-to-day work and with general instructions on new assignments.
Be versatile, flexible, results oriented, and have the ability to organize and prioritize work with minimum supervision.
Be attentive to detail and have project management abilities with solid analytical skills.
Deal effectively with all levels of company management.
Take independent action and have a high degree of initiative when solving problems.
Have a willingness to do whatever it takes to get the job done.
College degree or equivalent experience preferred
Previous experience in Banking and/or Financial Services Industry preferred but not required
Morgan Stanley is an equal opportunity employer committed to diversifying its workforce (M/F/Disability/Vet).
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