Team Administration Assistant - Retail Banking and Wealth Management

Job description

Some careers have more impact than others.
If you're looking for a career where you can make a real impression, join HSBC and discover how valued you'll be.

Retail Banking and Wealth Management serves millions of customers worldwide with a complete range of banking and wealth management services to enable them to manage their finances and protect and build their financial futures. It is a global business that brings together management responsibility for Retail Banking, Wealth Management, Insurance and Asset Management with a focus on customer-centric propositions and innovative and efficient distribution channels.

We are currently seeking a high caliber professional to join our team as Team Administration Assistant .

Principal responsibilities

· ​ Act as team support, arranging travel booking logistics and business expense claim for Non Asia Pacific Digital leadership team
· Manage overseas travel and accommodation requirements for relevant Asia Pacific Digital teams as agreed with line manager
· Ensure travel and accommodation is arranged in advance wherever possible
· Constantly review travel requests and where possible look at alternatives to travel
· Process general and travel claims for Asia Pacific Digital Team
· Consider cost implications of any requests for travel, accommodation, events.
· Ensure all the invoices are processing comply with the bank's accounting procedures
· Ensure costs are kept to a minimum and within bank policy and liaise with finance team for approval
· Ensure all expenses claims are submitted on a regular, timely basis and in accordance with Group policy
· Support policy awareness across all Asia Pacific Digital teams
· Update details promptly for the Digital Full Year Planner to record the dates of all important events, workshops, trainings, town halls, off sites, conferences
· Support logistics for internal communications activities as well as external product launches as needed
· Assist in onboarding and basic Information Technology related queries from the digital team
· Submit purchase orders via Buysmart and Fusion after obtaining cost centre manager approval when required
· Arrange floor access and room booking
· Manage the lockers for the new joiners and existing users
· Responsible for the stationary and pantry supplies and processing invoices for settlement
· Update and maintain relevant records for Business Continuity Plan
· Support Ad Hoc Admin support for Wider Digital Team including onboarding
· Fully responsible for the maintenance of office machine and equipment
· Coordinate with the Office Assistant to ensure all the incoming and outgoing mails and documents are distributed and delivered on time
· Manage own time effectively and escalate availability and resource pressures
· Responsible for logistical support for medium to small events hosted both internally and externally such as town halls, guest speaker events and staff engagement events
· Support includes liaising with internal and external production house, guest management, catering and facilities and furniture setup
· Act as contingency cover for Admin Associates periods of absence in Digital Admin Team
· Support any Ad hoc tasks when required

Desired profile

Qualifications :

Requirements

·  Experience of working in a secretarial or administration role, understanding the administration requirements to fulfill operational needs
·  Strong administration skills with a working knowledge of Microsoft tools for example Excel, Word, PowerPoint
·  Organised and efficient with good relationship management skills to satisfy a wide range of internal and external customers with conflicting priorities, managing expectations and escalating when appropriate
·  Experience of making cost effective and well planned travel arrangements to meet the needs of the traveler
·  Good problem solving skills, excellent attention to detail and the ability to see things through to completion
·  High levels of resilience and self-motivation, able to deliver to committed timescale
·  Polite and professional approach with excellent communication skills, both written and verbal, to connect with stakeholders at all levels
·  Adaptive, the ability to approach things differently or do different things to deliver goals
·  Good judgment, identifying the information needed to make decisions and presenting this accordingly, applying appropriate levels of discretion and diplomacy as needed
·  Respectful of different cultures, working with colleagues from across all 5 regions
·  A strong team player, highly collaborative recognizing their role across the wider team and acknowledging other areas and individuals roles and responsibilities

You'll achieve more when you join HSBC.

Candidate with less relevant experience or skills may be offered a lower Global Career Band than stated above.

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