Why join us?

Join a team of highly qualified executive assistants who provide administrative support for Europe based executives.

The Opportunity:

The role of a Personal Assistant is to provide effective and comprehensive Assistant support for London based Vice Presidents, Associates, Analysts, and Interns within Global Banking. The job holder will be required to be self-motivated but maintain the ability to work with a larger team, good collaborator and possess a strong knowledge of clerical activities. Ability to work under pressure and always adopts a professional and friendly demeanour and demonstrates good attention to detail and organising skills.

What you’ll do:

• Provide support for multiple diaries, using initiative to resolve conflicts and ensuring efficient scheduling of meetings, co-ordinating with all relevant parties to ensure best possible use of time.
• Coordinate and manage international travel and meeting schedules where required.
• Timely reconciliation and submission of expenses.
• Manage and maintain key communication networks, building excellent rapport within team and maintaining effective relationships.
• Maintenance of client information on HSBC systems (CME).
• Provide PA cover as needed, working collaboratively with other team members in the onshore team.
• Consistently demonstrate a willingness to own and tackle problems as they arise and ability to identify issues for upward referral.
• Operate within policy and seek to use the most cost-effective solutions, e.g., travel/expenses requests are within policy and budget, encourage greater use of video conferencing as an alternative to travel.
• Ad hoc duties as required by the business.
• Provides a professional and confident representation of the Manager.
• Build a network and develop relationships with HSBC employees at all levels. Cover for other EAs within the team.
• Extends help to onshore team PA’s workloads permitting. Work with onshore team to ensure good teamwork and cover arrangements are in place.
• To continually reassess the operational risks associated with the role and adhere to internal controls, procedures and policies.
• Support, encourage and participate in a programme of continuous improvement and cost control/reduction.
• Consider HSBC’s commitment to reducing its carbon footprint.
• Maintain confidentiality at all times relating to information handled and known.

Major Challenges

• The role holder will continually be dealing with changing priorities and deliverables.
• The role holder must remain calm under pressure and flexible when required to deal with urgent issues.
• The role will requires excellent communication skills.
• The role holder will have to deal assertively but sensitively with customer demands and conflict.
• The role holder must remain professional at all times and project a good image to external clients.
• Due to the nature of this role the position will be exposed to highly confidential information and will need to safeguard this at all times.

Role Context

• The role holder is required to work with a level of autonomy sometimes dealing with issues where considerable judgment is required.
• The Senior Manager position is of a global nature so the role holder will be continually challenged with differing time zones.  Experience within a global role and ability to plan and structure programmes and itineraries across time zones to maximise Executive's time and interaction with a global team is essential.
• HBEU continues to evolve through updated operating model, capacity, capability and infrastructure.  The function has a key role to play in the fulfilment of commitments to the Monitor and Global Standards and regulatory compliance.

Management of Risk

• The jobholder will also continually reassess the operational risks associated with the role and inherent in the business, taking account of changing economic or market conditions, legal and regulatory requirements, operating procedures and practices, management restructurings, and the impact of new technology.
• This will be achieved by ensuring all actions take account of the likelihood of operational risk occurring.
• Also by addressing any areas of concern in conjunction with line management and/or the appropriate department.

Observation of Internal Controls

• The jobholder will also adhere to and be able to demonstrate adherence to internal controls. This will be achieved by adherence to all relevant procedures, keeping appropriate records and, where appropriate, by the timely implementation of internal and external audit points, including issues raised by external regulators.

What you will need to succeed in the role:

• Broad understanding of the HSBC Group
• General knowledge of HSBC structure, organisation and ideally knowledge of HR
• Previous secretarial / administrative experience working at a senior level
• Experience working within a global role
• Previous data management and analysis (some experience preferred but not essential)
• A-Level Qualifications or equivalent and above

Skills

• Strong interpersonal skills, confident with the ability to build and maintain strong virtual internal and external relationships
• Professional and able to project a good image to Internal external clients and stakeholders.
• Demonstrate strong organisational skills and forward planning, regularly act on own initiative, highlighting issues and suggesting possible solutions
• Strict adherence to the requirements of confidentiality.
• Energetic, enthusiastic team player.
• Professional, polished, ability to deal assertively but sensitively with internal and external stakeholders.
• Remain calm under pressure.
• Ability to re-prioritise in very short timescales.
• Timely escalation of issues
• Discretion and integrity.

You’ll achieve more at HSBC

HSBC is an equal opportunity employer committed to building a culture where all employees are valued, respected and opinions count. We take pride in providing a workplace that fosters continuous professional development, flexible working and, opportunities to grow within an inclusive and diverse environment. We encourage applications from all suitably qualified persons irrespective of, but not limited to, their gender or genetic information, sexual orientation, ethnicity, religion, social status, medical care leave requirements, political affiliation, people with disabilities, color, national origin, veteran status, etc., We consider all applications based on merit and suitability to the role.” 

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