Legal Team Personal Assistant

HSBC Holdings plc; Bengaluru; On-site; INR 800,000 - 1,100,000; Full time

Job summary

HSBC Holdings plc in Bengaluru seeks a Legal Team Personal Assistant to provide high-quality legal administrative support to UK-based teams. Based in Bangalore, you will work closely with lawyers and Executive Assistants across global locations.

You will manage calendars, coordinate travel, onboarding, invoices, and document formatting in HSBC house style, while maintaining files and ensuring compliance with global policies.

Qualifications

• Three years of relevant administrative experience is desirable, preferably in legal or financial services.
• Strong diary management, time management and prioritisation to organise workloads.
• Excellent written and verbal communication skills to interact with internal and external stakeholders.
• Proficient in MS Word, Excel and PowerPoint with ability to prepare documents and presentations in house style.
• Ability to work under pressure, meet deadlines and exercise sound judgement.
• Proactive, independent and collaborative across global locations.
• Knowledge of United Kingdom Common Law is desirable to support HSBC governance.

Responsibilities

• Manage extensive diaries for legal teams, including meetings and logistics.
• Support UK-based Executive Assistant team and handle workload overflow.
• Coordinate domestic and international travel arrangements and expense processing.
• Assist onboarding/offboarding of permanent employees and contractors, IT setup and joining instructions.
• Process legal invoices and coordinate with Procurement and Legal Bill Review.
• Prepare documents, presentations and spreadsheets in HSBC house style; maintain folders and access controls.
• Coordinate training sessions and monitor office supplies and IT equipment requests.
• Build relationships across the global Legal Function and ensure HSBC controls and standards.

Skills

Diary management

Time management

Communication

Gatekeeper

Workload prioritisation

Tools

Microsoft Word

Microsoft Excel

Microsoft PowerPoint

Job description

Some careers shine brighter than others.

If you’re looking for a career that will help you stand out, join HSBC and fulfil your potential. Whether you want a career that could take you to the top, or simply take you in an exciting new direction, HSBC offers opportunities, support and rewards that will take you further.

HSBC is one of the largest banking and financial services organisations in the world, with operations in 64 countries and territories. We aim to be where the growth is, enabling businesses to thrive and economies to prosper and, ultimately, helping people to fulfil their hopes and realise their ambitions.

We are currently seeking an experienced professional to join our team in the role of Legal Team Personal Assistant.

Purpose of the role:

The role provides high-quality, professional and comprehensive legal administrative support to legal teams based in the United Kingdom. Based in Bangalore, the role involves working closely and effectively with lawyers and Executive Assistants across global locations.

In this role, you will:

• Provide extensive diary management for legal teams, including arranging internal and external meetings, resolving scheduling conflicts, maintaining team calendars and organising meeting logistics such as rooms, audio-visual equipment, catering and materials.
• Provide administrative support to the United Kingdom-based Executive Assistant team, including monitoring the Legal Administration mailbox, providing absence cover, assisting with workload overflow and completing ad hoc administrative tasks.
• Coordinate domestic and international travel arrangements, including travel bookings and expense processing through relevant HSBC systems.
• Support the onboarding and offboarding of permanent employees and contractors, including raising position numbers, ordering information technology equipment, submitting ServiceNow requests, arranging equipment collection, providing first-day information technology setup and training, and issuing joining instructions.
• Process legal invoices and support procurement activities, including liaising with the Legal Bill Review team, obtaining payment status updates, raising purchase orders and coordinating with the Procurement team.
• Prepare and format documents, presentations, spreadsheets and legal documents in accordance with HSBC house style, and maintain document management folders, user access permissions and annual access recertification requirements.
• Coordinate training sessions and support operational administration, including monitoring office supplies, ordering stationery and information technology equipment, arranging courier services for original legal documents, maintaining email distribution lists, and raising information technology and Facilities requests.
• Build effective relationships across the global Legal Function, support stakeholder requirements within legal parameters, maintain HSBC controls and standards, manage competing priorities, contribute to knowledge sharing and continuous improvement, and submit Gifts and Entertainment declarations in line with the Global Financial Crime Policy.

To be successful you will:

• At least three years of relevant administrative experience is desirable, preferably within a legal, professional services or financial services environment.
• Strong diary management, time management and prioritisation skills, with the ability to organise workloads and resolve conflicting priorities.
• Excellent written and verbal communication skills, with the confidence to work with internal and external stakeholders and act as a gatekeeper for the supported legal teams.
• Strong Microsoft Word, Microsoft Excel and Microsoft PowerPoint skills, including the ability to prepare documents, presentations and spreadsheets to a consistent house style.
• Ability to work accurately and calmly under pressure, meet tight deadlines, exercise sound judgement and make effective decisions within the remit of the role.
• Proactive, solution-focused and forward-thinking approach, with the ability to work independently and collaboratively across global locations.
• Ability to develop effective working relationships, contribute to an inclusive team culture, share knowledge and remain adaptable in changing circumstances.
• Working knowledge of United Kingdom Common Law is desirable, together with the ability to maintain HSBC internal controls, standards and due diligence requirements.

HSBC is an equal opportunity employer 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. We encourage applications from all suitably qualified persons irrespective of, but not limited to, their gender or genetic information, sexual orientation, ethnicity, religion, social status, medical care leave requirements, political affiliation, people with disabilities, colour, national origin, veteran status, etc. We consider all applications based on merit and suitability to the role.

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