Senior Administrative Assistant

HSBC; Miami (FL); On-site; USD 45,000 - 65,000; Full time

Benefits offered by this job

Wellness Hub

Employee volunteering program

Matching gifts

Sustainability initiatives

Competitive pay and benefits

Job summary

HSBC in Miami, FL is seeking an experienced Administrative Assistant to support senior leaders with confidential admin duties and efficient day-to-day operations. You will manage calendars, coordinate meetings, and handle travel arrangements, ensuring compliance and accurate reporting.

The role requires strong MS Office skills, excellent organizational abilities, and a service-focused mindset to anticipate leaders' needs and maintain smooth governance. A competitive benefits package is offered.

Qualifications

• Proven administrative/secretarial experience or equivalent.
• Strong typing and proficiency with PC-based tools.
• Service-focused approach with problem-solving and attention to detail.
• Ability to anticipate leaders' needs and prioritize across multiple requests.
• Able to work independently with minimal supervision.

Responsibilities

• Provide confidential administrative and secretarial support to assigned senior managers and teams.
• Manage calendars, scheduling and meeting logistics with competing priorities.
• Prepare and coordinate meetings including agendas, materials and follow-ups.
• Research information and maintain records and filing systems.
• Develop and produce reports and presentations for senior stakeholders.
• Draft and produce correspondence and documents using standard tools.
• Create written materials from general outlines with initiative.
• Arrange domestic and international travel including cross-border compliance.
• Welcome and assist visitors with professionalism.
• Embed compliance and risk controls per HSBC standards.
• Submit expense claims accurately and on time.
• Coordinate with vendors and internal support teams.
• Plan and deliver events end-to-end including budgeting and catering.
• Manage onboarding and offboarding activities.
• Provide office management support including supply ordering.

Skills

Administrative support

Calendar management

Communication skills

Organization

Independent work

Education

Tools

Microsoft Office Suite

CRM systems

Job description

Our purpose – Opening up a world of opportunity – explains why we exist. Here at HSBC we use our unique expertise, capabilities, breadth and perspectives to open up new kinds of opportunity for our more than 40 million customers. We’re bringing together the people, ideas and capital that nurture progress and growth, helping to create a better world – for our customers, our people, our investors, our communities and the planet we all share.

In compliance with applicable laws, HSBC is committed to employing only those who are authorized to work in the US. Applicants must be legally authorized to work in the U.S. as HSBC will not engage in immigration sponsorship for this position.

Ready to enable senior leaders through high-impact administrative support?

Why HSBC

HSBC is one of the largest banking and financial services organizations in the world. Guided by our purpose of opening up a world of opportunity, our ambition is to become the world’s most trusted bank globally, putting customers at the heart of everything we do.

The Opportunity

This Administrative Assistant role provides administrative and secretarial support to assigned senior managers (Global Career Band 3 and above) and their teams. You’ll manage a wide range of tasks that often involve confidential information and require sound judgment and attention to detail. The role supports effective day-to-day operations through disciplined organization of events, records, correspondence, meetings, travel and reporting. You’ll also help maintain strong governance by ensuring compliance and operational risk controls are followed in line with HSBC and regulatory standards and policies. Success means leaders stay focused on priorities because the administrative running of their area is well‑managed with clear communications and reliable follow‑up.

What you’ll be doing

• Provide confidential administrative and secretarial support activities aligned to the needs of the assigned area
• Manage calendars, scheduling and meeting logistics, balancing competing priorities effectively
• Prepare and coordinate meetings including agendas, materials, room bookings and follow‑ups
• Research information and maintain accurate records, filing systems and department documentation
• Develop and produce reports and presentations for senior stakeholders
• Draft and produce correspondence, reports, presentations and other documents using PC‑based tools and relevant systems
• Create written materials from general outlines using initiative and sound judgment
• Schedule appointments and meetings through effective prioritization and calendar management
• Arrange domestic and international travel including cross‑border and travel‑related compliance requirements
• Schedule, welcome and attend to visitors using initiative and professionalism
• Embed compliance and operational risk controls in line with HSBC and regulatory standards and policies
• Submit expense claims accurately and on time
• Coordinate with vendors and internal support teams including ticket/work order creation for office and technology support
• Plan and deliver events end‑to‑end: ideation, venue sourcing and negotiation, budgeting, compliance, invitations, catering and onsite coordination
• Manage onboarding and offboarding activities to ensure a smooth colleague experience
• Provide office management support including supply ordering and general site coordination

What we’re looking for

• Bring proven administrative/secretarial experience or equivalent
• Demonstrate strong typing capability and proficiency with PCs, standard productivity tools as well as relevant systems and software packages
• Apply a service‑focused approach with strong problem‑solving, organization and attention to detail
• Anticipate leader needs and prioritize effectively across multiple requests
• Work independently with minimal day‑to‑day supervision
• Communicate clearly with the ability to interact professionally at all levels
• Handle sensitive and confidential information with discretion and sound judgment
• Demonstrate working knowledge of company policies and practices or bring equivalent experience and learn quickly
• Use Microsoft Office Suite of Applications effectively

Supporting leaders at pace

If you’re looking for a role where your work enables senior leaders to stay focused on the decisions that matter this is an opportunity to make a visible impact every day. You’ll partner closely with leaders and teams to keep priorities moving through effective planning, communication and follow‑up. You’ll also help maintain strong governance through consistent attention to compliance and operational risk controls. If this scope matches the work you want to do we’d welcome your application.

As an HSBC employee, you will have access to tailored professional development opportunities to ensure you have the right skills for today and tomorrow. We offer a competitive pay and benefits package including a robust Wellness Hub, all in a welcoming and inclusive work environment. You will be empowered to drive HSBC’s engagement with the communities we serve through an industry‑leading volunteerism policy, a generous matching gift program, and a comprehensive program of immersive Sustainability and Climate Change Initiatives. You’ll want to join our Employee Resource Groups as they play a central part in life at HSBC, including the development of our employees and networking inside and outside of HSBC. We value difference. We succeed together. We take responsibility. We get it done. And we want you to help us build the bank of the future!

Your final fixed pay offer will depend on the candidate and several variables, including but not limited to, role responsibilities, skill set, depth of experience and education, licensing/certification requirements, internal relativity, and specific work location.

All qualified applicants will receive consideration for employment without regard to age, ancestry, color, race, national origin, ethnicity, disability or medical condition, genetic information, military or veteran service, religion, creed, sex, gender, pregnancy, childbirth, caregiver status, marital status, citizenship or immigration status, sexual orientation, gender identity or expression or any other trait protected by applicable law.