Executive / Personal Assistant (UAE National) – Markets & Securities Services - HSBC

Talent Pal; United Arab Emirates; On-site; AED 60,000 - 100,000; Full time

Job summary

An established industry player is seeking a dynamic Executive/Personal Assistant to join their Markets & Securities Services team in Dubai. This role is pivotal in providing high-level secretarial and administrative support, ensuring smooth operations within the team. The ideal candidate will possess strong communication and organizational skills, handle confidential matters with professionalism, and thrive in a fast-paced environment. This opportunity offers a chance to contribute significantly to a forward-thinking organization committed to fostering a diverse and inclusive workplace. If you are adaptable and eager to make an impact, this position is perfect for you.

Qualifications

• Proven experience in a secretarial or administrative role.
• Excellent communication and organizational skills are essential.

Responsibilities

• Provide high-level secretarial and administrative support to the team.
• Manage diary, travel arrangements, and confidential correspondence.
• Ensure efficient communication flow within the team and with clients.

Skills

Communication Skills

Interpersonal Skills

Organizational Skills

Time Management

Adaptability

Education

Graduation Degree

Tools

Microsoft Office

Job description

Executive / Personal Assistant (UAE National) – Markets & Securities Services MENAT – 0000KO2F

Some careers have more impact than others.

If you’re looking for a role where you can continue to make an impression, take the next step at HSBC where your contributions will always be valued.

HSBC Global Banking and Markets (GB&M) is an emerging markets-led, financing-focused business that provides investment and financial solutions. Through our international network, we connect emerging and mature markets, covering key growth areas. The Markets & Securities Services (MSS) division in GB&M plays a critical role in facilitating access to financial markets and managing associated risks.

We are currently seeking an ambitious UAE National to join our MSS team in Dubai, who can provide efficient and high level of secretarial and administrative support to the Dubai Global Markets team.

In this role, you will:

• Handle confidential issues relating to the business and the team professionally and efficiently.
• Ensure all administrative activities pertaining to Human Resources, Information Technology, updating and monitoring leave records, expense monitoring and other administrative related work for the department are managed independently.
• Ensure travel arrangements for the team are made as per their requirements adhering to budgets and group travel policies.
• Diary Management, scheduling / rescheduling appointments, meetings and VC calls.
• Utilize as appropriate, central filing resources and Group electronic filing / archiving systems in line with audit / compliance guidelines.
• Reinforce secretarial best practices following new joiners (buddy program) and existing work-force, provide further clarification of policy and procedures.
• Ensure team acknowledgment and implementation of new policies and procedures.
• Prepare confidential correspondence and presentations.
• Attend professionally to all telephone calls and visitors.
• Order office supplies.
• Ensure close liaison with Facilities / Security teams.
• Ensure all invoices are processed timely and handled appropriately.
• Information Coordinator - Ensure all files pertaining to the team are monitored and maintained accurately as per HSBC Group policies.
• Provide secretarial support to the Markets team by scanning through meeting requests, understanding the purpose of the meeting and involving the appropriate team members.
• Arrange internal and external meetings, both regional and local, for the team via conference calls, video conference and in person.
• Ensure communication flows and interface between team members, colleagues and clients are efficiently managed.
• Interact with clients on a regular basis and maintain an updated client database.
• Coordinate the printing and binding of client presentations for the team.
• Liaise with other overseas secretaries with regards to business visitors to Dubai. Ensure all logistics around visitors are appropriately handled.
• Maintain an internal and external network of contacts to facilitate transactions and ensure requests are addressed in a timely manner.
• Ensure all internal control standards have been implemented as per HSBC’s Compliance Policies.
• Demonstrate a commitment to excellence and perform to the highest standards.
• Plan workflows and manage own schedule to ensure that work is completed in an efficient and timely manner.
• Deliver fair outcomes for our customers and ensure own conduct maintains the orderly and transparent operations of financial markets.
• Process requests for Physical Access to the restricted area on a timely basis.
• Ensure all necessary activities for New Joiners are processed on a timely basis.

Requirements:

• Proven experience within a secretarial or administrative function.
• Excellent communication and interpersonal skills.
• Proficiency in Microsoft Office applications.
• Good organizational and time management abilities.
• Adaptable, flexible and willing to implement change.
• Ability to handle multiple workstreams and thrive in a fast paced environment.
• Graduation degree is a must – to secure a UAE Visa and Work Permit.

For further details and application information please visit our careers site, searching under reference number 0000KO2F.

You’ll achieve more at HSBC.

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.

Management of Risk:

The jobholder will ensure the fair treatment of our customers is at the heart of everything we do, both personally and as an organisation, and promote an environment that supports diversity and reflects the HSBC brand.

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.