Offers “HSBC”

Expires soon HSBC

Executive Assistant

  • Sales

Job description

Role Title: Executive Assistant
Business: GBM

New or Existing Role? New

Grade: GCB6

Role Purpose
· Delivering effective comprehensive secretarial and administrative support to Global Relationship Bankers/GGM/ManCom/Team Heads and/or those in critical roles within the bank
High profile, autonomous role
Proactive/highly engaged team member
Proactive in planning/organising own workload with minimal supervision, acting on own initiative
Strong working knowledge of the business and of the bank

Key Accountabilities

Impact on Business

· Represent the Banker, exercising confidentiality, discretion and personal sensitivity in all aspects of the role, exercising judgement and taking decisions on their behalf
· Own and manage multiple complex diaries, using initiative to resolve conflicts and anticipating the banker's requirements, ensuring efficient scheduling of meetings, co-ordinating with all relevant parties to ensure best possible use of time
· Anticipate, coordinate and manage complex travel and meeting schedules and itineraries ensuring timely preparation, reconciliation and submission of all travel and corporate expenses expenses using knowledge of geography to support arrangements across multiple time zones
· Extensive client liaison and client management, maintenance of client relationships at senior level (including client PAs)
· Manage and maintain key communication networks, building excellent rapport within team and client group and maintaining effective relationships showing discretion as required
· Take ownership of all enquiries, resolving, escalating or identifying alternative contacts as appropriate dealing proactively with all correspondence and meeting actions (own and those of others)
· Anticipate issues, offering practical and timely solutions, upwardly referring as necessary
· Advise on most effective and appropriate method of presentation of information and assist in maintaining client/market activity and preparing/distributing information packs, presentations
· Anticipate and provide/collate all relevant documents through understanding the nature of the ongoing work/projects of the team
· Maintenance of client information on HSBC systems
· Project manage and organise large events/conferences as appropriate to the role
· Demonstrate strong organisational skills, regularly act on own initiative, highlighting issues and suggesting possible solutions
· Provide support and coaching for others , actively source and share knowledge with others
· Provide cover as appropriate, working collaboratively with other team members
· Exercise confidentiality, discretion and personal sensitivity in all aspects of the role
· Consistently demonstrate a willingness to own/tackle problems as they arise and ability to identify issues for upward referral
· Ensure own, and enable bankers, timely compliance with HSBC policies, procedures and protocols, including performance review process
· Operate within policy and seek to use the most cost effective solutions, eg travel/expenses requests are within policy and budget, encourage greater use of video conferencing as an alternative to travel, managing room bookings (no shows) etc
· Role model and ambassador for desirable secretarial behaviours and competencies, providing cover for others in the team as requested
· Support on technology eg for presentations, video/tele conferencing
· Filing archiving and destruction
· Ad hoc duties as required by the business

Customers / Stakeholders

· Line/ Functional Manager
· Global Business Team

Leadership & Teamwork

· Proactive/highly engaged team member

Operational Effectiveness & Control

· Understand and ensure compliance with, all relevant internal and external rules, regulations and procedures that apply to the conduct of the business in which the jobholder is involved.

Management of Risk
· Is aware of the Operational Risk scenario associated with the role and acts in a manner that takes account of operational risk considerations.

Observation of Internal Controls

· Maintains HSBC internal control standards, including timely implementation of internal and external audit points together with any issues raised by external regulators.
· Understands, follows and demonstrates compliance with all relevant internal and external rules, regulations and procedures that apply to the conduct of the business in which the jobholder is involved, specifically Internal Controls and any Compliance policy including, inter alia, the Group Compliance policy.

Ideal candidate profile

Qualifications :

Knowledge & Experience / Qualifications

·  Excellent interpersonal and influencing skills, combining confidence with the ability to liaise at all levels
·  Show empathy and sensitivity to others, offering guidance as appropriate and knowing when to escalate

·  Commitment to high standards and excellent support service to staff at all levels. Working collaboratively,
·  regularly demonstrating initiative and ownership
·  Actively support and contribute to a positive working environment through collaboration, commitment and excellence building respect and trust
·  A strong team player, recognising the impact and benefit to the team of facilitating and encouraging sharing knowledge/skills, proactively providing cover and support
·  Demonstrate enthusiasm, engagement and commitment to work/activities assigned
·  Support a positive working environment through collaboration and commitment building respect and trust

Client Relationships
·  High level of client focus and strong networking skills, demonstrating rapport with clients, recognising the value of developing wider networks
·  Demonstrate and apply excellent client handling/relationship skills
·  Proactive and responsive, showing initiative and ensuring clients expectations are effectively managed at all times
·  Seek and act on opportunities to enhance client service
·  Assertive with good influencing skills, exercising sound judgement

Business Awareness
·  Excellent working knowledge of the business. Demonstrate awareness of all business wide communications(- eg intranet, newsletters, Town Halls
·  Demonstrate understanding of how role contributes/impacts the wider business
·  Support new joiners in acquiring basic business knowledge and in overall induction
·  Monitor and mitigate against potential risk
·  Fully compliant with HSBC risk and compliance requirements and protocols

Planning, Organising & Delivery

·  Excellent organisational skills, good project management and forward planning (eg anticipating banker's requirements
·  Excellent prioritisation and time management skills, able to multi-task without impacting service delivery
·  Excellent attention to detail and accuracy
·  Present research in a structured format, consolidating information for ease of reference
·  Deliver on commitments to clients and team members

·  Excellent communication skills – assured, clear and concise combining confidence with the ability to liaise at all levels
·  Active listening skills, confident to challenge, negotiate, question at all levels internally and externally
·  Respects the opinions of others and communicates with sensitivity
·  Select and use communication methods appropriately (email, phone, face/face etc)

Personal & Professional Behaviours

·  Assertive whilst exhibiting and facilitating the highest standards of professionalism/collegiate behaviour
·  Willing to adopt a flexible approach to work parameters as required (regular work outside of core hours and/or
·  24/7 contact with banker via Blackberry)
·  Mirror the enthusiasm, drive and determination exhibited by banker, adopting and projecting professionalism at
all times
·  Give own development priority, actively seeking feedback and striving for continuous improvement
·  Contribute positively on ways to improve working practices
·  Take personal responsibility for completing assigned tasks, achieving results and seeking to exceed expectations
·  Adeptly manage constantly changing priorities remaining highly motivated, resilient and patient with the ability
to respond to last minute demands gracefully and make swift decisions and reprioritise rigorously
·  No requirement for micro management
·  Diplomatic “gatekeeper” for all incoming communication and requests on bankers' time

·  Thorough knowledge of MS Office and LN experience
·  Familiar with HSBC software, able to offer constructive feedback on end user experience

As a business operating in markets all around the world, we believe diversity brings benefits for our customers, our business and our people. This is why HSBC is committed to being an inclusive employer and encourages applications from all suitably qualified applicants irrespective of background, circumstances, age, disability, gender identity, ethnicity, religion or belief and sexual orientation.

We want everyone to be able to fulfil their potential which is why we provide a range of flexible working arrangements and family friendly policies. overview