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Assistant Assistant
2 weeks ago
Global Finance is integral to HSBC's purpose and strategy, playing a valued role in managing costs and deploying capital in the most effective way. Our global team of finance professionals partner with the business to provide trusted insights and forward looking analysis; accuracy; efficiency and control to frame and influence business decisions. We are currently seeking a high calibre professional to join our team as an Executive Assistant - Finance In this role you will need: Administrative Support Provide comprehensive administrative support to executives. This includes managing calendars, scheduling meetings, coordinating travel arrangements, and handling correspondence Support executive manages time effectively by prioritizing tasks, scheduling appointments, and ensuring deadlines are met. Also assist with personal tasks to help the executive focus on their core responsibilities Meeting Coordination Organize and coordinate meetings, including scheduling, preparing agendas, arranging meeting rooms, and ensuring all necessary materials are available Support to the executive's team by coordinating team meetings, disseminating information, and assisting with team communication and collaboration Communication Management Act as a primary point of contact for internal and external stakeholders, screening and prioritizing communications such as phone calls, emails, and messages, and drafting responses on behalf of the executive Information Management Gather data, manage records, and prepare reports, presentations, and other documents as required Manage and organize electronic and physical files, ensuring information is easily accessible and adhere to the Record Management Policy Stakeholder Management Maintain good relationships with key stakeholders, both internal and external. Interact with internal, business partners, and other executives on behalf of the executive, representing his/her interests and maintaining professional relationships Provide efficient and effective support to executive, enabling him/her to focus on strategic decision-making and high-level responsibilities Work closely with Finance EA/PAs to ensure a smooth business operation and collaboration Team administration Provide comprehensive administrative support to the team, including coordinating onboarding and offboarding logistics for new joiners and leavers, managing third-party engagements, overseeing stationery procurement, and handling FUSION Expenses & Procurement. Responsibilities also include administering Record Management, such as Crown box management, acting as the Business Continuity Plan coordinator, managing physical door access, provisioning share drive and system access, maintaining organisation charts and email distribution lists, coordinating fire drills, and addressing ad hoc requests. A proactive approach is essential to ensure seamless operations and effective team support Event Support Assist in managing events by booking venues, coordinating activities, monitoring timelines, arranging logistics and ensuring deliverables are met. Also, participate in event meetings, take minutes, and follow up on action items Confidentiality and Discretion: Handle sensitive and confidential information regularly. Exercise discretion and maintain a high level of confidentiality in all aspects of the daily work To be successful you will need: Graduate qualification in a numerate discipline Previous experience as an executive assistant is highly valued, preferably supporting high-level executives or senior management in a matrix organizational context Proficiency in MS office applications, including use of Outlook and MS Teams as a business tool Outstanding interpersonal and excellent communication skills (both written and verbal in English) with a proven ability to communicate effectively and professionally at all levels across the Group Strong problem-solving skills and able to work independently Attention to detail and timely delivery. Able to work under pressure to deliver own work within timelines and prioritize competing demands Strong organizational skills and able to handle multiple tasks simultaneously and effectively Excellent understanding of the HSBC Group, its strategy and internal control environment Flexibility of approach, together with a 'can-do' attitude Previous experience of HSBC's internal systems/applications would be advantage Opening up a world of opportunity www.hsbc.com/careers HSBC is 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. Personal data held by the Bank relating to employment applications will be used in accordance with our Privacy Statement, which is available on our website. Issued by The Hongkong and Shanghai Banking Corporation Limited. https://www.youtube.com/embed/QmZ7Un5gR8c?si=LCa6slfBqlUlxUE-
