Job Description

Job description The health and safety of our employees and candidates is very important to us. Due to the current situation related to the Novel Coronavirus (2019-nCoV), we\'re leveraging our digital capabilities to ensure we can continue to recruit top talent at the HSBC Group. As your application progresses, you may be asked to use one of our digital tools to help you through your recruitment journey. If so, one of our Resourcing colleagues will explain how our video-interviewing technology will be used throughout the recruitment process and will be on hand to answer any questions you might have. Some careers have more impact than others. If you\'re looking for a career where you can make a real impression, join HSBC and discover how valued you\'ll be. HSBC is one of the largest banking and financial services organisations in the world, with operations in 64 countries and territories. We aim to be where the growth is, enabling businesses to thrive and economies to prosper, and, ultimately, helping people to fulfil their hopes and realise their ambitions. We are currently seeking an experienced professional to join our team in the role of Executive Assistant. In this role, you will: Responsible for administrative and secretarial support to Trust Relationship Manager - Team Heads and team member, where required. The Executive Assistant completes operational and administrative duties, ensuring timely completion and compliance with established internal standards. In addition, he/she performs administrative tasks as required. Principal Accountabilities and decision making areas Standard, advanced and sometimes confidential secretarial and general office duties. Monitoring manager\'s emails, calendar, phone calls in his/her absence and deal with issue when can be solved straight away. Screen and handle the daily calls and inquiries of the manager, executive or department, responding independently to routine issues and questions. Letters, reports, memos, forms and schedules - utilising PC-based software packages. Appointment calendar, meetings and domstic/foreign travel arrangements/travel itinerainies as well as event planning. Booking meeting rooms for internal and client meetings Coordinating team nominations for marketing events. Ordering and arrangings of gifts/deliveries for clients. Call report prepration in trust administration system, including cross border requirements. Ensure corporate guidelines, policies and procedures are adhered to regarding travel bookings. Delegation: Ensure all approvals are processed on time including Fusion, Eur ka, GSR requests, HR hiring approvals and travel authorizations. Prepare and submit expense claims. Integration of new staff: authorizations, equipment, allocation of space as well as the good setting up of computers, emails, I-Net and phone arrangements. Provide support to trust relationship manager and trust relationship officers on monthly KRI/KPI dashboards. Monitor and chase pending approvals and documents. Prepare a few PowerPoint presentations as well as excel. Proof reading (English, Cantonse and Chinese). Handle confidential matters and material in a discrete manner. Report progress and problem to management. Be able to provide cover for peer colleagues. Team Work Work collaboratively with the members of EAs team as well as with the local teams. Ensure appropriate ownership of the tasks assigned. Management of Risk (Operational Risk/FIM requirements) The jobholder will ensure the timely execution of the assigned tasks. This will be achieved by consistently displaying the behaviours that form part of the HSBC values and culture and adhering to HSBC risk policies and procedures, including notification and escalation of any concerns . The jobholder is responsible for managing and mitigating operational risks in their day to day operations. In executing these responsibilities, the Group has adopted risk management and internal control structure referred to as the \'Three Lines of Defence\'. The jobholder should ensure they understand their position within the Three Lines of Defence, and act accordingly in line with operational risk policy, escalating in a timely manner where they are unsure of actions required. Observation of Internal Controls The jobholder will adhere to, and be able to demonstrate adherence to, internal controls and will implement the Group compliance policy by adhering to all relevant processes/procedures. The term \'compliance\' embraces all relevant financial services laws, rules and codes with which the business has to comply. 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. Demonstrate core behaviours and values including teamwork, focus, sharing experience and knowledge, support to peers, drive and determination Requirements To be successful in this role, you should meet the following requirements: At least 3-5 years\' full-time experience in supporting a Senior Executive Must possess the ability to work with senior managers across the Group. Excellent PC skills with a high proficiency in Outlook, Word, Excel and PowerPoint. High degree of integrity and maturity, and ability to keep confidential information safe. Excellent attention to detail and strong & crucial ability to multi-task High level of competency in communication, both written and oral, and interpersonal skills Ability to work effectively in a team as well as with minimal supervision Work well under pressure and have ability to prioritise and multitask. Confident decision maker and problem solver. Excellent planning & organisational skills. Have excellent written and spoken communication skills. Fluent in English, Cantonese and Chinese. Ability to be flexible and adaptable Be extremely well organised Remain calm and professional while carrying out several tasks at once You\'ll achieve more when you join 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. Issued by HSBC Electronic Data Processing (Malaysia) Sdn Bhd

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