Role Purpose



To provide high quality, confidential and comprehensive
administrative, analytical and EA support. Duties to include diary
management, email handling, expense management, administration of
leadership meetings and other key committees, scheduling appointments,
planning and structuring programmes and itineraries across different
time zones.



Principal Accountabilities:



Key activities and decision making areas

• Be responsible for calendar management for the Senior Manager,
  requiring interaction with internal and external executives and
  assistants, to coordinate a variety of meetings
• Communicate and handle incoming and outgoing emails on behalf of the Senior Manager and respond where appropriate
• Promptly screen and handle daily calls and inquiries and respond independently to routine issues and questions
• Make travel arrangements for the Senior Manager and arrange overseas meeting schedules and programmes
• Take minutes of meetings and follow up with any actions
• Produce letters, reports, memoranda, forms and schedules, utilising various PC-based software packages
• Perform
  general clerical duties to include but not limited to: photocopying,
  faxing, mailing, handling courier and filing; and sometimes confidential
  materials
• Team administration to consolidate department
  organisation charts, staff contacts, holiday records, and the
  whereabouts tracker.
  
  

• Provides a professional and confident representation of the Senior Manager
  
  

• Build a network and develop relationships with HSBC employees at all levels. Cover for other EAs within the team.
• Extends
  help to other PAs workloads permitting. Work with other PAs to ensure
  good teamwork and cover arrangements are in place.
  
  

• To continually reassess the operational risks associated with the role and adhere to internal controls, procedures and policies
• Support, encourage and participate in a programme of continuous improvement and cost control/reduction
• Consider HSBCs commitment to reducing its carbon footprint
• Effective use of technology
• Maintain confidentiality at all times relating to information handled and known
  
  

• The role holder will continually be dealing with changing priorities and deliverables
• The role holder must remain calm under pressure and flexible when required to deal with urgent issues
• The role will requires excellent communication skills
• The role holder will have to deal assertively but sensitively with customer demands and conflict
• The role holder must remain professional at all times and project a good image to external clients
• Due
  to the nature of this role the position will be exposed to highly
  confidential information and will need to safeguard this at all times.
  
  

• The role holder is required to work with a level of
  autonomy sometimes dealing with issues where considerable judgment is
  required.
• The Senior Manager position is of a global nature so
  the role holder will be continually challenged with differing time
  zones. Experience within a global role and ability to plan and structure
  programmes and itineraries across time zones to maximise Executives
  time and interaction with a global team is essential.
• HBEU
  continues to evolve through updated operating model, capacity,
  capability and infrastructure. The function has a key role to play in
  the fulfilment of commitments to the Monitor and Global Standards and
  regulatory compliance.
  
  

• 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 line management and/or the appropriate department.
  
  

• 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.
  
  
  
  

• Broad understanding of the HSBC Group
• General knowledge of HSBC structure, organisation and ideally knowledge of HR
• Previous secretarial / administrative experience working at a senior level
• Experience of working within a global role
• Previous data management and analysis (some experience preferred but not essential)
• A-Level Qualifications or equivalent and above
  
  
  
  

• Strong interpersonal skills, confident and ability to work at all levels
• Professional and able to project a good image to external clients
• Strict adherence to the requirements of confidentiality
• Energetic, enthusiastic team player
• Role model and ambassador for HSBC and their executive manager
• Very good knowledge of Lotus Notes and proficient in Word, Excel and Powerpoint
• Professional, polished, ability to deal assertively but sensitively with internal and external customers
• Remain calm under pressure
• Ability to re-prioritise in very short timescales
• Discretion and integrity.

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