Sr Office Manager & Executive Assistant

HSBC; Chicago (IL); On-site; USD 75,000 - 110,000; Full time

Benefits offered by this job

Competitive pay

Wellness Hub

Volunteer program

Job summary

HSBC in Chicago is seeking a Sr Office Manager & Executive Assistant to support a group of executives with calendar management, travel coordination and expense reporting. The role includes overseeing office operations, supporting with CFO backup, and ensuring compliance with internal controls and external regulations.

The successful candidate will demonstrate strong communication, discretion, and the ability to work independently in a fast-paced environment within a reputable financial

Qualifications

• Proven and progressive administrative or office manager experience or equivalent.
• Bachelor’s degree in business, related field, or equivalent experience.
• Excellent customer service (both written and verbal), problem-solving, and organizational skills.
• Ability to anticipate senior/executive manager needs, operate independently and handle majority of responsibilities without consultation.
• Ability to deal with all levels of personnel in a courteous and efficient manner and exercise discretion on confidential matters.

Responsibilities

• Provide administrative support for a group of Chicago-based executives (GCB 3 and above).
• Provide back-up administrative and secretarial support for the Americas CFO.
• Open and screen office mail and route checks for deposit and recordkeeping.
• Manage Finance-wide business continuity planning (BCP) annually.
• Manage Finance records stored offsite with external vendor.
• Ensure compliance and risk controls per HSBC standards.
• Provide office support across the department, coordinating with building services and relocations.

Skills

Executive support

Office management

Scheduling

Travel arrangements

Expense reporting

Communication

Education

Bachelor’s degree in business or related field

Tools

MS Office

Calendar management

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.

As our Sr Office Manager & Executive Assistant you will:

• Provide administrative support for a group of Chicago-based executives (GCB 3 and above), including scheduling, booking room/desk reservations, arranging travel, managing building access, filing expense reports and supporting with office social events
• Provide back-up administrative and secretarial support for the Americas CFO while the Senior Executive Assistant to the Americas CFO is out of office
• Open and screen office mail and ensure incoming checks are routed to the proper team for deposit and recordkeeping by taking appropriate action using initiative and judgement
• Manage and submit the Finance-wide business continuity planning (BCP) process annually, including working with BCP plan owners, making plan updates and conducting annual exercises
• Manage Finance records stored offsite with external vendor
• Ensure compliance, operational risk controls in accordance with HSBC or regulatory standards and policies; and optimize relations with regulators by addressing any issues
• Provide administrative and office support across the department as necessary, including working with building services, securing seating, overseeing any relocations, managing distribution lists and resolving ad-hoc issues

You’ll likely have the following qualifications to succeed in this role:

• Proven and progressive administrative or office manager experience or equivalent
• Bachelor’s degree in business, related field, or equivalent experience
• Excellent customer service (both written and verbal), problem-solving, and organizational skills
• Ability to anticipate senior/executive manager needs, operate independently and handle majority of responsibilities without consultation
• Ability to deal with all levels of personnel in a courteous and efficient manner and exercise discretion on confidential matters

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.