Executive Assistant

HSBC Holdings plc; Quezon City; On-site; PHP 600,000 - 1,200,000; Full time

Job summary

HSBC Holdings plc in Manila, Philippines, is seeking an experienced Executive Assistant to support Asia-based frontline bankers. You will manage multiple diaries, coordinate international travel, process expenses, and maintain client information within HSBC systems.

The role requires client-focused service, discretion, and a collaborative mindset across onshore and offshore teams. The position supports a fast-paced, global banking environment with a strong emphasis on operational controls,

Qualifications

• Experience in secretarial/administrative support at a senior level.
• Strong interpersonal skills with virtual collaboration ability.
• Ability to maintain confidentiality and handle sensitive information.
• Experience in a global/financial services environment is preferred.

Responsibilities

• Provide end-to-end administrative and diary management support to Asia-based frontline bankers.
• Coordinate international travel and meetings; manage calendars and priorities.
• Process expenses and maintain client information in HSBC systems.
• Offer EA cover and work collaboratively with onshore/offshore teams.
• Maintain professional relationships and ensure timely, accurate communications.
• Operate within internal controls and policies; support cost-saving initiatives.

Skills

Strong communication skills

Global/cross-border coordination

Calendar management

Travel coordination

MS Office proficiency

Education

Bachelor's degree in Business Administration/Finance/Commerce

Tools

Microsoft Office Suite

HSBC CME system

Job description

Some careers have more impact than others.

If you’re looking for a career where you can make a real impression, join HSBC and discover how valued you’ll be.

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 Executive Assistant.

Why join us?

HSBC Corporate & Institutional Banking (CIB) supports the largest financial institutions, global investors, large corporates and emerging corporates across the client spectrum. Offering vast expertise and knowledge, CIB products and services have been designed to meet the global financial needs of our clients, whatever and wherever they are.

This role will be based in Manila supporting investment bankers based in Asia.

The Opportunity:

The Executive Assistant provides effective, end-to-end administrative and diary management support to Asia-based frontline bankers across a variety of roles. The purpose of the role is to ensure bankers are well supported day to day, schedules are managed smoothly, and stakeholders experience a consistently professional, responsive, and service-led approach.

The role holder is responsible for managing multiple executives’ diaries, expenses, travel, and helping to balance competing priorities so that time is used efficiently. Success in the role requires a self-motivated individual who can work independently while also contributing positively within a wider team environment. Strong collaboration skills are essential, along with a solid understanding of clerical and administrative activities, to deliver accurate, timely, and well-organised support.

The Executive Assistant must be able to work effectively under pressure, remain calm and adaptable when priorities change, and maintain a professional and friendly demeanor in all interactions. Excellent attention to detail and strong organisational skills are critical to ensuring tasks are completed to a high standard, information is handled carefully, and service expectations are consistently met.

In this role, you will:

• Provide support for multiple diaries, using initiative to resolve conflicts and ensuring efficient scheduling of meetings, coordinating with all relevant parties to ensure best possible use of time
• Coordinate and manage international travel and meeting schedules where required.
• Timely reconciliation and submission of expenses.
• Manage and maintain key communication networks, building excellent rapport within team and maintaining effective relationships.
• Maintenance of client information on HSBC systems (CME).
• Provide EA cover as needed, working collaboratively with other team members in the onshore team.
• Consistently demonstrate a willingness to own and tackle problems as they arise and ability to identify issues for upward referral.
• Operate within policy and seek to use the most cost-effective solutions, e.g., travel/expenses requests are within policy and budget, encourage greater use of video conferencing as an alternative to travel.
• Ad hoc duties as required by the business
• Acts as a professional and confident representative of the Manager, serving as a trusted first point of contact for customers, colleagues, and stakeholders.
• Handles enquiries with discretion and sound judgement, ensuring messages are communicated clearly, accurately, and in a timely manner.
• Maintains a consistently high standard of service, using a calm, courteous, and solutions-focused approach that reflects positively on the Manager and the wider team.
• Protects the Manager's time and priorities, managing interactions efficiently and ensuring urgent matters are identified and addressed appropriately.
• Build and maintain a strong internal network, developing positive working relationships with HSBC colleagues at all levels to support smooth day-to-day service and effective collaboration.
• Provide reliable cover for other Executive Assistants (EAs) within the team, ensuring continuity of support and a consistent experience for stakeholders.
• Offer proactive assistance to the onshore EA team when workload permits, helping to manage priorities and maintain service standards during peak periods.
• Work closely with the onshore team to strengthen teamwork, agreeing clear ways of working and ensuring robust cover and handover arrangements are in place.
• Continuously reassess operational risks associated with the role, ensuring all activities are completed in line with HSBC’s internal controls, procedures, and policies to protect customers, colleagues, and the business.
• Actively support continuous improvement and cost discipline, contributing ideas and participating in initiatives that simplify ways of working, improve service delivery, and help control or reduce costs where appropriate.
• Keep HSBC’s sustainability commitments front of mind, making responsible day-to-day choices that support the reduction of our carbon footprint (for example, using video conferencing where suitable and selecting cost-effective, lower-impact options when travel is required).
• Make effective use of technology, using available tools to improve efficiency, accuracy, and communication, and adopting new solutions that enhance the customer and colleague experience.
• Handle confidential information with the highest level of discretion, recognising the sensitive nature of the role and maintaining confidentiality at all times in line with HSBC requirements.

To be successful in this role, you should meet the following requirements:

Knowledge

• Broad understanding of the HSBC Group, structure, organisation and ideally knowledge of HR systems
• Previous secretarial / administrative experience working at a senior level
• Good communication skills
• Experience of working within a global role
• Previous data management and analysis (some experience preferred but not essential)
• Undergraduate of Business Administration, Finance, Commerce or other relevant degrees
• Strong interpersonal skills, confident with the ability to build and maintain strong virtual internal and external relationships
• Demonstrate strong organisational skills and forward planning, regularly act on own initiative, highlighting issues and suggesting possible solutions
• Strict adherence to the requirements of confidentiality
• Very good knowledge of Microsoft applications
• Professional and ability to deal assertively but sensitively with internal and external stakeholders
• Remain calm under pressure
• The open role will be covering Hong Kong. The shift is specifically 9-AM – 6:00PM
• Public holidays of the country that the candidate will be supporting should be followed instead of Philippine holidays

Candidate with less relevant experience or skills may be offered a lower Global Career Band than stated above.

Due to the urgent hiring need, candidates with immediate right to work locally and no relocation need will be prioritised.

The chosen candidate for this role will be required to undergo enhanced vetting. Subject to local laws, this will require the individual to satisfactorily pass a series of additional checks as part of the recruitment process and on an ongoing basis, if appointed to the role. HSBC Group reserves its position with regard to any steps which it may take in relation to any material adverse findings which arise either when the checks are originally completed, and/or if relevant, on an ongoing basis. For more information about the enhanced vetting for this role.

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.