Personal Assistant London, England
Job description
- Act as efficient and courteous gatekeeper, ensuring the team head is accessible whilst protecting from unnecessary interruptions./ Review meeting requests, prioritize appointments, and co-ordinate scheduling with internal and external parties / Identify and reserve meeting space and arrange any off-site meeting locations that are required / Proactive maintenance of calendar, forwarding thinking to resolve any meeting conflicts, re-evaluate priorities and modify previously scheduled meetings /Monitor email and other communications to ensure that all scheduling is coordinated / Meetings are organized, papers and agendas prepared/collated in advance of the meetings.
- Co-ordinate travel arrangements for the team. Managing itinerary times, costs and processing complex travel plans/visa applications / Travel/accommodation is booked and confirmed accurately in accordance with policy, ensuring costs to the Bank are kept to a minimum. / Communicating with internal/external parties to confirm Agenda is established with the correct time zones.
- Maintaining a good understanding of priorities, flagging any issues and proposing solutions. / Researching and implementing new tools & processes / Driving team communications ensuring all team members are receiving relevant and useful information. / Organization of team “off-site” events as required.
- Manage and execute all administrative tasks required to efficiently and effectively support the Head of Listed Infrastructure Equity and team. Communicate with other department staff to carry out business requests. Deliver timely reminders concerning meetings, deadlines and other commitments.
- Preparing and submitting expenses in a timely manner and in line with Group Policy.
To be successful in the role, candidates will have experience in dealing with and supporting stakeholders at Senior Level. With a background of working as a high level Executive Assistant/PA or Secretary/Administrator to Senior Management covering a team you will possess strong organizational skills, strong management skills, diplomacy and gravitas. Regularly act on your own initiative and consistently be proactive in your approach to tasks with minimal supervision to deliver accurately to deadlines under pressure. You will exercise confidentiality, discretion and personal sensitivity in all aspects of the role and have the ability to build and maintain strong internal and external relationships by communicating, influencing and negotiating at all levels. Confident decision maker with mature judgement and problem-solving skills Demonstrates initiative and anticipates requirements, self-motivated and forward thinking. Experienced in project management and office management. Articulate with strong writing and drafting skills. Professional approach. IT skills including Work, PowerPoint, Excel. Experience and knowledge of HSBC systems The ideal candidate will thrive on working within a fast paced office environment in which you can effectively manage changing and conflicting priorities. Exemplary communication and client facing skills are a must.
The role holder will ensure the HSBC values are present in everything they do, both individually and as an organization. This will be achieved by consistently displaying the behaviors of: Dependable and do the right thing, Open to different ideas and cultures, Connected to customers, communities, regulators and each other.
The role has a hybrid working pattern allowing for home and office based with a minimum requirement of working out of HSBC offices in 8 Canada Square, London 2 days per week..
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 ethnicity, religion, age, physical or mental disability/long term health condition, marital status, sexual orientation, gender identity, gender expression, genetic information (including characteristics and testing), military and veteran status, and any other characteristic protected by local law in the jurisdictions in which we operate. Within the work place you will have access to various employee resource groups which aim to promote and achieve a healthy work / life balance and support our diversity ambitions. HSBC has in place processes in order to avoid nepotism, which means to avoid creating circumstances in which the appearance or possibility of conflicts of interest may exist within the hiring process.
Recruitment Helpdesk:
Email: [email protected]
Telephone: +44 2078328500
