Global CMB Finance Personal Assistant

Job description

Role Title: Global CMB Finance Personal Assistant

Business: Finance

New or Existing Role? New

Grade: GCB6

Role Purpose

· To provide administrative and secretarial support to the London CMB Finance team.

· The role holder is required to deal with multiple enquiries at the same time, which will require a thorough and thoughtful response to be prepared, often in a time pressured environment..

· The role holder will need to be proficient in senior stakeholder management given the close work with Senior Executives.

Key Accountabilities

Impact on Business

· Diary management for Head of Business Performance, Head of GTRF Finance, COO CMB Business Finance

· Provide administrative and secretarial support to the Global CMB Finance team leads.

· Co-ordinate travel and accommodation requirements for team leads and their team members.

· Organise and plan conferences and off-site events on behalf of the team leads. This will include collation of presentation material.

· Ensure tasks are organised and completed in accordance with procedures to ensure a consistent level of customer service.

· Use of Outlook / Word / PowerPoint / Excel to produce and type documents to a high standard, using appropriate styles and punctuation.

· Office moves; Support the office move process and be a contact point for advisory queries. Also manage office space for global CMB Finance teams

Customers / Stakeholders

· Act as the key contact on behalf of the team leads in the case of all initial contact from external and internal contacts. Act with discretion and diplomacy when dealing with sensitive issues

Leadership & Teamwork

· Organise regular team meetings and 1:1's

· Support the team with HR administrative tasks. i.e team resourcing/ recruitment, confidential inputs to HR systems and databases contact point when dealing with HR on all matters relating to team resourcing, process confidential paperwork on behalf of Business Head on all matters relating to team resourcing

· Assist and monitor induction process for all new joiners

· Manage IT and related issues, GSR's etc. on behalf of team, ensuring all have necessary equipment and services and that all new jointers are adequately equipped

· Raise requisitons, purchse orders and approve Invoices via Fusion

Operational Effectiveness & Control

· Follow Group financial process, procedures and managed within the budget allocated

· Ensure expenses for team lead and their directs are submitted in line with Group Policy

· All documentation the leads are required to submit as part of the agreed Governance Model is competed correctly and in a timely manner

· Documents are filed on the system in accordance with guidelines and are easily retrievable

· Procedures relating to confidential information are followed

· Data Protection regulations are complied with on behalf of the leads

Major Challenges

· It is a fast paced environment and the role requires a great deal of patience and flexibility to adapt to the frequent demand form senior stakeholders within or external to the Global function

· The job holder is frequently left to operate without direct supervision and guidance from the team leads therefore the ability to make priority calls.

Role Context

· A number of factors influence the role:

· The global team leads are required to travel on a frequent basis and the job holder is therefore required to maintain full control of the day to day support and administrative accountabilities and carries the delegated authority to secure effective communication between the leads and the team within operational risk limits

· The job holder is accountable to the Head of Business Performance in CMB Business Finance who is functionally accountable to the Global CMB CFO.

Role Dimensions

· Act as a representative for the global teams leads, minimise disruption by filtering requests, making decisions where appropriate and communicating priorities effectively.

· Work closely with and help to support the Global CMB CFO's EA.

· Cover the role of EA to Global CMB CFO when required

· Maintain a strong global network with key people across the entire global organization, relevant to the global teams.

· Undertake and respond to any Business Management activity as required

· Support extensive and complex Stakeholder Management activity, high level meetings, conferences and workshops

Management of Risk

· The jobholder will ensure the fair treatment of our customers is at the heart of everything we do, both personally and as an organisation.

· 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 entity 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.

· The jobholder will implement the Group compliance policy by containing compliance risk in liaison with Global Head of Compliance, Global Compliance Officer, Area Compliance Officer or Local Compliance Officer. The term ‘compliance' embraces all relevant financial services laws, rules and codes with which the business has to comply.

· This will be achieved by adhering to all relevant processes/procedures and by liaising with Compliance department about new business initiatives at the earliest opportunity. Also and when applicable, by ensuring adequate resources are in place and training is provided, fostering a compliance culture and optimising relations with regulators.

Desired profile

Qualifications :

Knowledge & Experience / Qualifications

· Recent and relevant PA / EA experience

· Good team player, able to navigate large global organisation

· Capable of handling all matters of confidential nature with descretion

· Ability to work with colleagues at all levels. Credibility when briefing senior executives and their direct reports on behalf of the team leads

· Excellent attention to detail

· Strong administration and organisational skills in order to be able to deal with and prioritise multipule requests and organise busy workload effectively

· Experience of event / travel organisation

· The ability to work under pressure and to tight deadlines

· Highly organised with excellent diary management skills

· Key Skills and Experience:

· Have experience of working across time zones and geographical locations

· Have an understanding of communication activity

· Have an understanding of Stakeholder Management

· Have experience in drafting correspondence at a senior level

· Have experience of priorising workload for, and escalating issues to a Senior Manager

· Have confidence attending meetings with being credible to Senior Managers

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.

https://www.hsbc.co.uk/1/2/popups/uk-privacy-statement#/ overview