Administrative Assistant- Commercial Banking

Job description

HSBC Bank Canada, a subsidiary of HSBC Holdings plc, is the largest and leading international bank in the Canada, with assets of US $2,522bn as at 31 December, 2017. HSBC serves customers worldwide through an international network of around 3,900 offices in 67 countries and territories in Europe, Asia, North and Latin America, and the Middle East and North Africa

We help companies and individuals across Canada to manage their finances through three global business lines: Commercial Banking, Global Banking and Markets, and Retail Banking and Wealth Management.

It's this global connectivity that you will find yourself inspired and collaborating with colleagues not just locally but also across continents and cultures.

About Commercial Banking

HSBC Commercial Banking has an extensive network that covers three-quarters of global trade flows. It operates in 54 countries and territories, covering the developed and developing markets that matter most to our customers. Through our teams we connect businesses to opportunities, helping them thrive and grow. We work with a wide range of customers, from mid-market companies to large multinationals, providing them with the tools they need to function efficiently. These include global trade and receivables finance, global liquidity and cash management, multi-currency accounts, commercial cards, overdrafts, working capital finance, insurance, term loans and syndicated, leveraged, acquisition and project finance.

Relationship management is at the heart of our business and these teams work closely with customers to build an in-depth understanding of their needs.

Key Objectives for an Administrative Assistant- Commercial Banking:

To provide a full range of administrative support to the team, including administration, operational, customer service, and processing support as required, ensuring deadlines are met. The role holder is expected to provide a high quality service to their internal and external customers, taking ownership and using their initiative to complete necessary tasks.

Principle Accountabilities:

· Provide full administration/office support to the team, as required, anticipating workload and supporting with appropriate materials
· Reply to and formulate correspondence on behalf of the Line Manager or team
· Manage line manager or team e-mails and inbox's as required - responding, prioritizing and printing
· Manage Line Manager or team diaries as required – organizing meeting and booking rooms
· Ensure meeting papers, agenda items, presentations and MI are collated for meetings
· Monitor meeting action items as appropriate, advising Line Manager/team of progress
· Prepare presentational materials (PDFs, presentations, agendas, minutes, etc)
· Prepare, reconcile and submit all expenses in a timely manner
· Place stationery orders via BuySmart for general office supplies, business cards, diaries, etc.
· Use of Lotus Notes/Office packages to produce and type documents
· Manage and control projects on behalf of the Line Manager/team
· Co-ordinate travel and accommodation requirements, including obtaining visas as required
· Ad hoc duties as required by the team or business
· Gives support to their line manager and team at all times
· Works collaboratively with their immediate and wider team members
· Focuses on the end user – the HSBC customers at all times
· Owns and resolves issues with all stakeholders or customers and understands how and when to escalate
· Deal effectively and efficiently with external Suppliers
· Fully understands the media policy and how this applies to their role
· Acts as a role model for our Group Values and behaviors (Open, Connected, Dependable), supporting colleagues and customers to deliver superior customer service through these values.
· Values diversity amongst team
· Acts a as mentor to assist new joiners as required
· Provides training to new joiners/junior employees as required
· Good, flexible, proactive and enthusiastic team player.
· Promote an environment that supports diversity and reflects the HSBC brand.
· Maintains HSBC internal control standards
· Awareness of all elements of Operational Risk associated with the role
· As appropriate, participation in technical and soft skills training
· Ensure that all employees are aware of and effectively identify and manage applicable money laundering (ML), terrorist financing (TF), sanctions and reputational risks.
· Complete other responsibilities, as assigned.
· Achieving customer excellence in every contact
· Supporting a Manager or small team in a challenging and ever changing environment
· Understanding updates on procedural changes and compliance
· Working under pressure
· Working within a demanding environment, the roleholder is involved in the full spectrum of work and/or issues dealt with by their team. This role requires the jobholder to have a good knowledge and understanding of their business area and how it operates.
· They may be required to provide training or mentor more junior team members.

Desired profile

Qualifications :

Knowledge & Experience / Qualifications:

Essential:

·  Minimum 1 year relevant experience working in an administrative role or team
·  Excellent planning and organizational skills with experience of working under pressure
·  Excellent interpersonal, written and verbal communication skills
·  Excellent keyboard, shorthand and audio skills
·  Proven ability of using their initiative
·  Advanced computer and IT skills, including all Microsoft packages
·  Ability to prioritize workload effectively

Desirable:

·  Thorough understanding of bank and departmental procedures, functions and activities
·  Experience of having worked in a Corporate environment

HSBC Proud

In 2017, HSBC Bank Canada was named one of the Best 50 Corporate Citizens by Corporate Knights magazine, in addition to The World's Best Bank by Euromoney Magazine in its annual Awards for Excellence.

Join HSBC, and benefit from the following:

·  Career Development: Within your current role, as well as Canadian and international opportunities
·  Company Reputation: Offering prestige, strength, and longevity
·  Business Growth: Underpinned by our drive, and the highest banking standards
·  International Connectivity and impact: Build global relationships and be a part of international initiatives
·  A diverse workforce: Reflecting our belief that diversity of thought, background and perspective make HSBC a stronger organization
·  Corporate Sustainability: We build our business for the long term by balancing social, environmental and economic considerations in the decisions we make