Executive Assistant to Global Head of FCC

Job description

Role Title: Executive Assistant to Global Head of FCC

Business: Financial Crime Risk

New or Existing Role: Existing

Grade: GCB6

Role Purpose
·
Financial Crime Compliance (FCC) is a sub-function of the Compliance function. The purpose of FCC is to execute second-line responsibilities with regards to Financial Crime Risk.

· The role of the Executive Assistant is to provide full EA support to include secretarial, administrative and business support. This role will require the role holder to deal across the matrix with multiple and sometimes complex enquiries. There is a high volume of work which will require a thorough and thoughtful response, ensuring deadlines are met in an often time pressured environment. It will be necessary for the role holder to be highly adaptable and resilient. The role holder will need to be proficient in senior stakeholder management. Given the global nature of the role, flexibility is key to allow the Senior Manager/s to operate effectively across multiple time zones.

Key Accountabilities

Impact on Business

·
Provide full administrative and secretarial support to Group General Manager.

·
Be a point of reference and co-ordination for the Senior Manager you support, and the extended team.

·
Diary Management - Meetings to be scheduled in a timely manner. Collate papers and agenda items for meetings. Monitor and progress all action items as appropriate, advising manager of progress

·
Assist the FCC Team and the wider team in their day-to-day responsibilities by ensuring that the structure, tools, processes and guidance are available to enable them to do so.

·
Act as gatekeeper for the Senior Manager and general first contact.

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Use of Outlook / Word / PowerPoint to produce documents to a high standard, using appropriate styles and punctuation.

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Act as a delegate for system approvals and transactions on behalf of manager. Attention to detail and proven experience of dealing with highly confidential information is therefore required.

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Provide cover for peer colleagues and deputise for senior colleagues when the occasion requires.

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Provide liaison with other parts of the Group and Global Businesses that interact with Compliance and Financial Crime Compliance (FCC) and ensure that there is an appropriate degree of escalation, when required.

·
Help to provide direction and guidance on Group policies and operating practices and requirements in relation to employment matters, cost management, information security, IT requirements, records control etc.

·
Support the Senior Manager/s with HR administrative tasks i.e. team resourcing/ recruitment, confidential inputs to HR systems. Assist and monitor induction process for all new hires.

·
Perform general clerical duties to include but not limited to: photocopying, printing, mailing, handling couriers and filing.

Leadership & Teamwork

·
Acts as a role model and works closely with other Executive Assistants to facilitate the smooth running of the team, ensuring that major set piece events such as steering committees have the necessary organisation around them.

·
Help foster positive and professional working relationships with all areas of HSBC to promote engagement

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To liaise with teams in overseas sites to plan itineraries for visits, passes, and various other foreseeable requirements.

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Dealing with enquiries in a customer focused and effective manner.

Operational Effectiveness & Control

·
Ensure the function is aware of relevant internal control standards, guidelines and procedures through proactive communications and information cascades

·
Support the embedding of policies and procedures

·
Maintain department inventories and records.

· Ensure that Group FIM standards are met.

Major Challenges
· It is a fast paced environment and the role requires patience and flexibility to adapt to frequent demands from senior stakeholders within or external to the Global Function.
· The job holder is frequently left to operate without direct supervision and guidance from the Head therefore the ability to make priority calls, guide others in the potential involvement of the Head is essential. Must be able to show initiative and awareness of overall priorities and the key accountabilities of the Head and the Function.
· Managing conflicting priorities that require triaging/evaluating/processing tasks under pressure.

Role Context
N/A

Role Dimensions
· The jobholder's responsibilities cover all of the Group's operations.

Management of Risk
N/A

Observation of Internal Controls

N/A

Desired profile

Qualifications :

Knowledge & Experience / Qualifications

·  Professional experience within the financial services industry.
·  Broad knowledge of the Group's businesses, structure, operations and internal policies and controls together with recognised experience in business management for a central team and project management and organisation skills.
·  Experience of successfully providing solutions to day-to-day challenges to the operational effectiveness and efficiency of an HSBC Head Office function.
·  Proven ability to exercise sound judgement based on expert knowledge of the Group's operations and internal policies.
·  Lateral thinking and ability to solve problems within a complex environment.
·  Excellent communicator with strong inter-personal, influencing and relationship-building skills.
·  Ability to organise/prioritise effectively.
·  Attention to detail.

As a business operating in markets all around the world, we believe diversity brings benefits for our customers, our business and our people. This is why HSBC is committed to being an inclusive employer and encourages applications from all suitably qualified applicants irrespective of background, circumstances, age, disability, gender identity, ethnicity, religion or belief and sexual orientation.

We want everyone to be able to fulfil their potential which is why we provide a range of flexible working arrangements and family friendly policies.

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