Executive Assistant, Markets & Securities Services

HSBC Holdings plc; Hong Kong Island; On-site; HKD 480,000 - 560,000; Full time

Job summary

HSBC Holdings plc seeks an experienced Executive Assistant to provide high-impact, confidential support to Managing Directors in Securities Services. You will manage complex diaries, coordinate global travel and support governance rhythms, ensuring meetings land on time.

Role requires advanced diary management across time zones, strong communication, discretion and the ability to handle sensitive matters with integrity.

Qualifications

• Demonstrable experience supporting senior executives (Director/MD level) in a fast-paced, matrixed environment.
• Advanced diary management across global time zones; confident handling competing priorities.
• Excellent written and verbal communication; able to draft concise, executive-ready messaging.
• Strong organisational skills, attention to detail, and consistent follow-through.
• High discretion and integrity; proven ability to handle confidential and sensitive matters.
• Strong proficiency in Microsoft Outlook, Teams, Word, PowerPoint and Excel.

Responsibilities

• Provide high-impact executive support to MDs, managing diaries and coordinating international travel.
• Prepare agendas, packs and pre-reads; ensure meetings and actions land on time.
• Capture actions/decisions; monitor progress and chase closure across teams.
• Support leadership rhythms such as calls, townhalls, reviews, and risk forums.
• Draft emails, notes and presentations in the MD’s voice; manage mailboxes with triage rules.
• Assist with expenses, invoices and budget-related admin; maintain filing and version control.
• Handle sensitive information with discretion; adhere to HSBC policies and control expectations.
• Partner with other EAs to coordinate leadership coverage and cross-team scheduling.

Skills

Diary management

Executive support

Stakeholder management

Communication

Discretion

MS Office

Education

University Degree or Diploma

Tools

Microsoft Outlook

Teams

Word

PowerPoint

Excel

Job description

Role Purpose:

Provide high-impact, confidential and proactive executive support to one or more Managing Directors within Securities Services. You’ll enable MDs to operate efficiently by managing complex diaries, coordinating global travel, supporting governance rhythms, and ensuring meetings, communications and actions land well and on time.

Key Accountabilities

Executive support & priorities

• Own and optimise MD diary management across multiple time zones, balancing strategic priorities with operational demands.
• Anticipate schedule conflicts, capacity constraints and decision points; propose options and drive timely resolution.
• Act as a trusted “traffic controller” between the MD(s), direct reports, key stakeholders and external partners.

Meeting governance & follow-through

• Prepare agendas, packs and pre-reads; confirm attendees, logistics, and meeting objectives.
• Capture actions, decisions and dependencies; track progress and chase closure across teams.
• Support leadership team rhythms (e.g., weekly leadership calls, townhalls, business reviews, risk & control forums).

Travel & logistics

• Arrange international travel end-to-end (flights, accommodation, ground transport, visas where applicable).
• Create pragmatic, well-sequenced itineraries that reflect business priorities, rest considerations and contingency plans.
• Manage last-minute changes calmly and effectively, including out-of-hours support where required.

Stakeholder management

• Build strong working relationships with senior stakeholders across Securities Services, broader HSBC, and external clients/partners.
• Handle inbound requests with judgement, professionalism and a customer-first mindset; elevate appropriately.
• Partner closely with other Executive Assistants to coordinate leadership coverage and cross-team scheduling.

Communications & correspondence

• Draft, format and quality-check communications (emails, notes, presentations) in the MD’s voice.
• Manage mailboxes where required, applying clear triage rules and maintaining strong audit trails.

Business administration & reporting support

• Support expenses, invoices, purchase orders (where applicable), and budget-related admin with attention to detail.
• Assist with preparation for key committees, client meetings and events (including attendee lists, briefing notes and materials).
• Maintain organised digital filing and version control for key documents.

Risk, controls & confidentiality

• Handle sensitive information with discretion, applying HSBC policies and control expectations.
• Support completion of mandatory processes (e.g., access management, information barriers where relevant, data handling).
• Promote a strong risk and conduct culture—raising issues early and documenting actions appropriately.

Decision-making & autonomy

• Works with high independence and sound judgement; makes day-to-day decisions on prioritisation, sequencing and stakeholder engagement.
• Escalates matters that impact reputation, risk, conduct, client outcomes, or MD availability for critical deliverables.

Skills & experience (essential)

• Demonstrable experience supporting senior executives (Director/MD level) in a fast-paced, matrixed environment.
• Advanced diary management across global time zones; confident handling competing priorities.
• Excellent written and verbal communication; able to draft concise, executive-ready messaging.
• Strong organisational skills, attention to detail, and consistent follow-through.
• High discretion and integrity; proven ability to handle confidential and sensitive matters.
• Strong proficiency in Microsoft Outlook, Teams, Word, PowerPoint and Excel.

Skills & experience (desirable)

• Experience within Securities Services, Markets, Banking, or a similarly regulated financial services environment.
• Experience supporting governance forums and producing high-quality meeting materials.
• Familiarity with travel complexity and working patterns across EMEA/AMER/ASP.

Personal attributes

• Proactive, calm under pressure, and solutions-focused.
• Confident engaging with senior stakeholders while remaining approachable and collaborative.
• Inclusive mindset; values different perspectives and works effectively across cultures and geographies.

Qualifications:

• University Degree or Diploma Holder
• Solid years of working experience in providing Secretarial supports within Banking, Financial Services, or Insurance settings
• Strong familiarity and knowledge in communicating and working with Executive Management and Senior Executives
• Well Organized and Attention to Details
• Able to handle multiple tasks at a fast paced environment
• Excellent Communication and Presentation Skills
• Articulate in English and Cantonese. Proficiency in Mandarin is an advantage
• Excellent writing skills in English and Chinese
• Proficiency in Microsoft Word, PowerPoint, Excel.

You’ll achieve more when you join 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. 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.