Personal Assistant

About the Role

We are looking for a highly capable professional to fill the role of Personal Assistant at HSBC. This individual will be responsible for providing comprehensive secretarial and administrative support to assigned teams and visiting executives, ensuring strict compliance with all group policies and regulations.

Primary Duties

• Adhere consistently to Group policies, rules, and regulations.
• Deliver day-to-day secretarial assistance to assigned teams and visiting executives.
• Carry out administrative tasks supporting the teams.
• Coordinate office procurement duties alongside colleagues.
• Prepare documents and presentation materials with precision and strong attention to detail.
• Maintain organization, filing, and distribution of office materials, including use of central filing and electronic archiving systems aligned with compliance and audit standards.
• Manage appointment scheduling and coordinate meetings, including active calendar management for direct managers.
• Promote best secretarial practices among new and existing staff.
• Arrange travel for team members in accordance with the CIB travel policy, and prepare travel and expense reports on time.
• Assist visiting executives with local travel, meetings, office access, and workstation setups.
• Ensure proper approvals and documentation for client entertainment, meetings, and travel are recorded accurately in systems.
• Screen visitors and telephone calls and handle internal and external correspondence.
• Provide IT system assistance to the team, maintaining accurate client and marketing activity data in databases.
• Complete ad hoc assignments efficiently without compromising quality.
• Manage information risk effectively, reporting exceptions against Group standards to managers.

Qualifications and Skills

• Strong judgment skills and the ability to make independent decisions with minimal oversight.
• Excellent organizational and coordination skills for interacting with diverse internal and external parties.
• Energetic, confident, and persistent personality with superior verbal and written communication abilities.
• Proficiency in Microsoft Word, Excel, and PowerPoint.

Work Culture and Opportunities

HSBC is dedicated to nurturing a workplace where employees feel valued, respected, and have their voices heard. The organization emphasizes ongoing professional growth, flexible working arrangements, and career advancement within an inclusive, diverse environment.

Additional Information

Personal data from applications will be managed according to HSBC's Privacy Statement. This job posting is issued by The Hongkong and Shanghai Banking Corporation Limited.