Published by : Amr GamilPrincipal Accountabilities
Key activities and decision making areas
Be responsible for calendar management for the Senior Manager, requiring interaction with internal and external executives and assistants, to coordinate a variety of meetings
Communicate and handle incoming and outgoing emails on behalf of the Senior Manager and respond where appropriate
Promptly screen and handle daily calls and inquiries and respond independently to routine issues and questions
Make travel arrangements for the Senior Manager and arrange overseas meeting schedules and programmes
Take minutes of meetings and follow up with any actions
Produce letters, reports, memoranda, forms and schedules, utilising various PC-based software packages
Perform general clerical duties to include but not limited to: photocopying, faxing, mailing, handling courier and filing; and sometimes confidential materials
Team administration to consolidate department organisation charts, staff contacts, holiday records, and the whereabouts tracker.
Customers / Stakeholders
Provides a professional and confident representation of the Senior Manager.
Leadership & Teamwork
Build a network and develop relationships with HSBC employees at all levels. Cover for other EAs within the team.
Extends help to other PAs workloads permitting. Work with other PAs to ensure good teamwork and cover arrangements are in place.
Operational Effectiveness & Control
To continually reassess the operational risks associated with the role and adhere to internal controls, procedures and policies
Support, encourage and participate in a programme of continuous improvement and cost control/reduction
Consider HSBCs commitment to reducing its carbon footprint
Effective use of technology
Maintain confidentiality at all times relating to information handled and known
Major Challenges (The challenges inherent in the role that require a continual test of the role holders abilities)
The role holder will continually be dealing with changing priorities and deliverables
The role holder must remain calm under pressure and flexible when required to deal with urgent issues
The role will requires excellent communication skills
The role holder will have to deal assertively but sensitively with customer demands and conflict
The role holder must remain professional at all times and project a good image to external clients
Due to the nature of this role the position will be exposed to highly confidential information and will need to safeguard this at all times.
Role Context (The environment and operating conditions of the role including the extent of guidance and authority)
The role holder is required to work with a level of autonomy sometimes dealing with issues where considerable judgment is required.
The Senior Manager position is of a global nature so the role holder will be continually challenged with differing time zones. Experience within a global role and ability to plan and structure programmes and itineraries across time zones to maximise Executives time and interaction with a global team is essential.
HBEU continues to evolve through updated operating model, capacity, capability and infrastructure. The function has a key role to play in the fulfilment of commitments to the Monitor and Global Standards and regulatory compliance.
Management of Risk (Operational Risk / FIM requirements)
The jobholder will also continually reassess the operational risks associated with the role and inherent in the business, taking account of changing economic or market conditions, legal and regulatory requirements, operating procedures and practices, management restructurings, and the impact of new technology.
This will be achieved by ensuring all actions take account of the likelihood of operational risk occurring.
Also by addressing any areas of concern in conjunction with line management and/or the appropriate department.
Observation of
Internal Controls (Compliance Policy / FIM requirements)
The jobholder will also adhere to and be able to demonstrate adherence to internal controls. This will be achieved by adherence to all relevant procedures, keeping appropriate records and, where appropriate, by the timely implementation of internal and external audit points, including issues raised by external regulators.
Knowledge & Experience
Broad understanding of the HSBC Group
General knowledge of HSBC structure, organisation and ideally knowledge of HR
Previous secretarial / administrative experience working at a senior level
Experience of working within a global role
Previous data management and analysis (some experience preferred but not essential)
A-Level Qualifications or equivalent and above
Skills
Strong interpersonal skills, confident and ability to work at all levels
Professional and able to project a good image to external clients
Strict adherence to the requirements of confidentiality
Energetic, enthusiastic team player
Role model and ambassador for HSBC and their executive manager
Very good knowledge of Lotus Notes and proficient in Word, Excel and Powerpoint
Professional, polished, ability to deal assertively but sensitively with internal and external customers
Remain calm under pressure
Ability to re-prioritise in very short timescales
Discretion and integrity
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