Personal Assistant

Job Type:
Job reference:
about 1 month ago

Job title - Personal Assistant

Location - London

Start date - ASAP

Pay Rate - £200 PAYE

Contract - 9 Months

HSBC are currently seeking a Personal Assistant to provide excellent comprehensive secretarial and administrative services to, in the first instance, the Global Head of Legal Risk Management and Assurance, including diary, email and meeting management, any travel requirements and document production/management; and broad administrative support to the wider LRMA Global team.

Key Accountabilities

  • Diary, document, expense, procurement management and travel services for the Global Head and senior members of the LRMA team
  • Production of governance reports, presentations, policy and guidance documentation, and spreadsheets, ensuring content and formatting is of a high standard to appropriately reflect the team's input
  • Manage the collation of materials and production of packs for the Global Legal Risk Executive Committee meetings, chaired by the Chief Legal Officer, as well as setting meeting dates and booking appropriate rooms in 8CS (with refreshments)
  • Management and upkeep of various SharePoints, eShares and MS Teams
  • Arrange, attend and minute the monthly Global LRMA Team meeting
  • Maintain various distribution lists, organisation charts and lawyer lists
  • Download, format and distribute various Risk Map and Top & Emerging Risk monthly reports
  • Log and circulate changes made to other Business/Function FIMs, arranging for any necessary approvals to be actioned in GMS
  • Collate content and produce LRMA 'weekly' update emails
  • Assist the team with audit requests and administration
  • Provide ad-hoc administrative support as required


Customers / Stakeholders

  • Provide a professional and confident representation of the Legal Function/LRMA team

Leadership & Teamwork

  • Builds a network and develops relationships with HSBC staff at all levels
  • Shares knowledge and inspires team to adopt better ways of working
  • Proactively seeks to understand the team's upcoming objectives in order to add value where appropriate

Operational Effectiveness & Control

  • Is aware of and adheres to internal controls, procedures and policies
  • Effectively uses available technology

Major Challenges

  • Ability to manage quick-changing priorities, deadlines and arrangements;
  • Communicating assertively, but sensitively, with internal and external customers' demands and conflicts

Management of Risk

  • 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


Knowledge & Experience / Qualifications

  • Good knowledge of HSBC (how it is structured, and its internal systems and policies)
  • Previous secretarial / PA experience in a similar role supporting Global Heads
  • Experience of working within a cross-matrix organisation and a diverse global team
  • Strong interpersonal skills, and confident communicator at all levels
  • Advanced IT skills including Word, PowerPoint, Excel, Power PDF, with the ability to pick up new systems and software quickly
  • Experience of working with marked-up documents, with good spelling, grammar, and an eye for detail
  • Familiarity with the strict adherence of confidentiality, showing discretion and integrity
  • Calm under pressure with great organisational skills
  • Ability to re-prioritise within very short timescales showing patience and compassion
  • Willingness to learn and share knowledge (particularly eShare, MS Teams, internal HSBC systems and SharePoint)
  • Results driven, able to think quickly, with good problem-solving skills

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