Executive Assistant & Travel & Admin Coordinator

HSBC; Singapore; On-site; SGD 40,000 - 60,000; Full time

Job summary

HSBC Singapore is seeking a high-calibre Personal Assistant to support executives and teams with day-to-day secretarial tasks, scheduling, travel arrangements and document preparation.

The role requires meticulous attention to detail, strong communication, and proficiency in Word, Excel and PowerPoint, with the ability to coordinate with multiple stakeholders and manage confidential information.

Qualifications

• Strong secretarial and administrative experience.
• Excellent written and verbal communication skills.
• Ability to coordinate with internal and external parties.
• Proficient in MS Office (Word, Excel, PowerPoint).

Responsibilities

• Ensure all Group policies, rules and regulations are complied with at all times
• Perform day to day secretarial support to the assigned teams and visiting executives as appropriate.
• Provide administrative support to the assigned teams
• Coordination with fellow peers on office procurement duties
• Preparation of documents and presentation materials, ensuring attention to detail
• Organization, filing and distribution of office materials, utilizing as appropriate, central filing resources and Group electronic filing archiving systems in line with audit/compliance guidelines
• Scheduling of appointments, coordination of meeting, actively managing the calendars of the direct line manager
• Reinforcing secretarial best practices following new joiners and existing workforce efficiently
• Making travel arrangements for the assigned team members, adopting the CIB travel policy at all times. Adhering to Expense policy, accurately preparing and timely submission of the travel and expenses reports and invoicing
• Supporting visiting executives in some of their local travel and meeting logistics, office access and workstation arrangements
• Ensure all appropriate approvals and recording in the systems are input for client entertainment, meetings and travels
• Visitor & telephone screening and handling of internal or external correspondences
• Provide IT system support to assigned team, providing up-to-date, accurate information on relevant databases relating to client/marketing activity
• Perform ad hoc assignments as required, productively undertaking a substantial workload without sacrificing quality
• Effectively manage information risk and report any exceptions to the Group standards to the Line Manager or Business Management team

Job description

HSBC Singapore is seeking a high-calibre Personal Assistant to support executives and teams with day-to-day secretarial tasks, scheduling, travel arrangements and document preparation.

The role requires meticulous attention to detail, strong communication, and proficiency in Word, Excel and PowerPoint, with the ability to coordinate with multiple stakeholders and manage confidential information.