Personal Assistant

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

We are currently seeking a high calibre professional to join our team as aPersonal Assistant.

In this role you will:

• 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

To be successful you will need:

• Exercise accurate judgment and demonstrates a sound ability to make sound decisions with minimal supervision from superior
• Be an excellent coordinator with good organizing capabilities in order to deal with a diverse range of internal and external parties
• Must be energetic, confident and tenacious with excellent written and verbal communications skills
• Proficient in Word, Excel, PowerPoint

Opening up a world of opportunity

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.

Issued by The Hongkong and Shanghai Banking Corporation Limited.