Senior Confidential Secretary

Job Description

Job description

Some careers open more doors than others.

If you're looking for a career that will unlock new opportunities, join HSBC and experience the possibilities. Whether you want a career that could take you to the top, or simply take you in an exciting new direction, HSBC offers opportunities, support and rewards that will take you further.

International Wealth and Premier Banking (IWPB) provides a leading premium proposition through Premier Banking and, together with our Global Private Bank, are present across the world's most important markets, booking centres, and corridors most valued by our clients. Our wealth offering is further enhanced through our best-in-class manufacturing capabilities in Asset Management and Insurance. HSBC Wealth Management leads the Asia-Pacific implementation of our global strategy to deliver world-class solutions to retail and private clients seeking to grow, protect, preserve or transfer their wealth. This involves the development and management of needs-based solutions covering foreign exchange, deposit, investment, insurance and financing products, as well as the provision of suitable market insights and updates, financial planning and advisory services

Principal Responsibilities

- Diary Management plus booking of conference rooms. Ensure there are no overlaps of meetings
- Meetings to be set up with agencies/ third parties as and when required. Complete logistics to be arranged like Security passes to be arranged for the visitors before the meetings. Pantry services to be arranged. Arrange for IT to assist with the presentations set up and zoom dialling
- Booking of conference rooms for the team as per their requirements
- Travel arrangements to be made (flights, hotel,boarding passes) for both Domestic & International
- Process the Corporate card bill for Head of the Department for hotel stay and all other corporate expenses
- Independent correspondence
- Returns to be sent in a timely manner by the due date by following up with Directs/ team members as and when required
- Ensure all staff in the team complete e learnings on time and that there are no pendencies
- Circulate generic emails to the team for information/action as and when required
- Dynamo nominations to be sent on a quarterly basis by raising a HRDirect case
- Champions nominations to be sent on an annual basis
- Staff birthdays : Flowers & cake to be sent to all staff in the team at their residences
- Leave dates of all Direct Reports to be marked in the Calendar
- Stationery, Visiting cards to be ordered
- Membership renewals on an annual basis
- Raise a Service Now request for all new joinees for IT equipment and for accesses to various systems plus to add them to the departmental group
- Raise a Service Now request for all Leavers to delete their names from the departmental group so that the groups are updated
- Add/delete names from the various Whatsapp groups as and when staffjoin / leave

- At times, whenever there are contests collate all responses received on the HSBCTogether ID
- Maintain an excel of all deliverables which includes to be responded by date which helps in responding by the due date
- Mail for the department to be collected from MRV(Mail Receiving department) and distribute to the team
- Arrange for documents to be couriered. Pickups to be arranged as and when required
- Weekly and Monthly recurring meetings to be fixed as instructed by the Head of the Department.
- Assist the team for various things like booking of conference rooms to liaising with IT for assistance, fixing meetings etc

Requirements

- Graduate , preferred with a secretarial course and experience in handling CXO level responsibilities
- 4 + years experience as an EA with multiple business heads preferably

Useful Link

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You'll achieve more at HSBC.

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.

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