Executive Assistant

• 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 staff join / leave
• Release mails from The Head of the department's ID, HSBCTogether ID, Virat Kohli's ID. All messages are to be thoroughly vetted before release for accuracy
• 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

• Graduate
• preferred with a secretarial course and experience in handling CXO level responsibilities

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