ExecutivePersonal Assistant UAE National Markets amp Securities Services - HSBC
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Job Description
Executive/Personal Assistant (UAE National) Markets & Securities Services MENAT 0000KO2F
Some careers have more impact than others.
If youre looking for a role where you can continue to make an impression take the next step at HSBC where your contributions will always be valued.
We are currently seeking an ambitious UAE National to join our MSS team in Dubai who can provide efficient and high level of secretarial and administrative support to the Dubai Global Markets team.
In this role you will:
- Handle confidential issues relating to the business and the team professionally and efficiently.
- Ensure all administrative activities pertaining to Human Resources Information Technology updating and monitoring leave records expense monitoring and other administrative related work for the department are managed independently.
- Ensure travel arrangements for the team are made as per their requirements adhering to budgets and group travel policies.
- Diary Management scheduling/rescheduling appointments meetings and VC calls.
- Utilize as appropriate central filing resources and Group electronic filing /archiving systems in line with audit/compliance guidelines.
- Reinforce secretarial best practices following new joiners (buddy program) and existing workforce provide further clarification of policy and procedures.
- Ensure team acknowledgment and implementation of new policies and procedures.
- Prepare confidential correspondence and presentations.
- Screen and respond appropriately to all incoming and outgoing faxes mail email and other correspondences of the management and the team as delegated.
- Attend professionally to all telephone calls and visitors.
- Order office supplies.
- Ensure close liaison with Facilities/Security teams.
- Ensure all invoices are processed timely and handled appropriately
- Information Coordinator Ensure all files pertaining to the team are monitored and maintained accurately as per HSBC Group policies.
- Provide secretarial support to the Markets team by scanning through meeting requests understanding the purpose of the meeting and involving the appropriate team members.
- Arrange internal and external meetings both regional and local for the team via conference calls video conference and in person.
- Ensure communication flows and interface between team members colleagues and clients are efficiently managed.
- Interact with clients on a regular basis and maintain an updated client database.
- Coordinate the printing and binding of client presentations for the team.
- Liaise with other overseas secretaries with regards to business visitors to Dubai. Ensure all logistics around visitors are appropriately handled.
- Maintain an internal and external network of contacts to facilitate transactions and ensure requests are addressed in a timely manner.
- Ensure all internal control standards have been implemented as per HSBCs Compliance Policies.
- Demonstrate a commitment to excellence and perform to the highest standards.
- Plan workflows and manage own schedule to ensure that work is completed in an efficient and timely manner.
- Deliver fair outcomes for our customers and ensure own conduct maintains the orderly and transparent operations of financial markets.
- Process requests for Physical Access to the restricted area on a timely basis.
- Ensure all necessary activities for New Joiners are processed on a timely basis.
- Proven experience within a secretarial or administrative function.
- Excellent communication and interpersonal skills
- Proficiency in Microsoft Office applications.
- Good organizational and time management abilities.
- Adaptable flexible and willing to implement change.
- Ability to handle multiple workstreams and thrive in a fast paced environment.
- Graduation degree is a must to secure a UAE Visa and Work Permit
For further details and application information please visit our careers site searching under reference number 0000KO2F.
Youll 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.
Issued by The Hong Kong and Shanghai Banking Corporation Limited.
Management of Risk
The jobholder will ensure the fair treatment of our customers is at the heart of everything we do both personally and as an organisation and promote an environment that supports diversity and reflects the HSBC brand.
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.
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