Executive Assistant HSBC

Management Jobs Cairo, Egypt Full Time

Job Description

Role Purpose(overall high level summary of the role)

To provide high quality, confidential and comprehensive administrative, analytical and EA

support. Duties to include diary management, email handling, expense management,

administration of leadership meetings and other key committees, scheduling

appointments, planning and structuring programmes and itineraries across different time

zones.

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 avariety 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 PA’s workloads permitting. Work with other PA’s 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 HSBC’s 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 holder’s 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 role holder is required to work with a level of autonomy sometimes dealing with issues where considerable judgment is required.

· 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.

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.

Qualifications

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.