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Job Title: Senior Administrative Assistant
Company Name: HSBC
Location: Melville, NY
Position Type: Full Time
Post Date: 11/18/2017
Expire Date: 12/19/2017
Job Categories: Accounting/Auditing, Administrative and Support Services, Agriculture, Forestry, & Fishing, Computers, Software, Finance/Economics, Financial Services, Information Technology, Installation, Maintenance, and Repair, Law Enforcement, and Security, Executive Management, Research & Development, Writing/Authoring
Job Description
Senior Administrative Assistant
Provides primarily secretarial and some administrative support for an assigned manager of the Company
 
Impact on the Business
  • Provide financial, reporting, project management and/or operational support for assigned area of the company
  • Meet with business area and/or functional management to discuss and respond to their needs for financial, reporting, project management and/or operational support. Assist in development and/or maintenance of realted plans, budgets, timeframes, reports, and presentations as appropriate
  • Schedule Management – The Sr Administrative assistants are responsible for scheduling. This may include setting up travel, meetings, external engagements and other appointments for the executive he/she is assigned to work with as well as tracking and managing travel expenses. In addition to making appointments, this may also involve ensuring there are no scheduling conflicts and making sure executive knows where he/she needs to be and when.   In addition, the role holder must ensure that the Executive is fully prepared for meetings, etc. by printing materials or ensuring appropriate links are provided to meeting materials in advance of the session.
  • Office Management – May have office management duties including coordinating the work of clerical and other administrative employees to ensure deliverables are met and ensuring that everything is in place for the area to function smoothly.  This includes a broad range of duties such as keeping up with branch inventory/supplies orders, updating contingency plan calling trees, mail distribution, etc.
  • Information Preparation - Often prepares and formats information for internal and external distribution. This may include writing letters and memos, compiling data for reports, creating computerized presentations, writing reports, taking minutes, researching information and data, maintaining department records and filing system, developing and producing presentations, editing, proofreading and other information preparation duties.  Regularly prepares T&E reimbursement forms or other self-service type transactions for the executive.
  • Data Analysis – May be involved in general data analysis  using a combination of computer and critical thinking skills including reconciliation of travel expenses and other financial or personnel related data.  Creates reports that identify areas of concern the executive and/or area may need to focus on.
  • Event Planning – May plan internal and external events including complex schedules on day of event. Manage activities for Senior executives, work with third parties and organizations, and analyze and produce special report for grants programs vendors.
Customers / Stakeholders
  • Communication Liaison - Manage the flow of information to members of the executive leadership team. Screen phone calls, open and sort mail, and summarize reports and memos that are received before passing the information on to the people they assist. May respond to requests via email or other channels on behalf of the executive.
  • Discretion - May have access to information about compensation plans, upcoming personnel actions, internal investigations based on employee complaints, company trade secrets and other confidential information
  • People Support – On behalf of the executive may assist other employees in the business or function with orientation activities such as ordering technical equipment including lap tops, phones, etc.  May assist in completing required documents like performance scorecards, mandatory training courses, etc.
  • Relationship Management - Coordinating with and developing relationships across the network of other senior assistants and executives
Leadership & Teamwork
  • May take a leadership role at completing/assembling materials for executive level meetings including management reports, committee meeting materials, board presentations, etc. requiring coordination of inputs from various sources across the firm.
Operational Effectiveness & Control
  • Records Management - Maintains company records falling under the scope of executive assistant duties. They may be responsible for setting up and managing both electronic and paper filing systems, as well as taking steps to maintain that the company is in compliance with all applicable record-keeping requirements.
  • Produce letters, reports, memoranda, forms, schedules, etc., utilizing various PC-based software packages or other typing equipment, composing items from general outlines or own initiative. Open and screen mail and respond to correspondence and inquiries on behalf of executive; receive and screen telephone calls and visitors, taking appropriate action using initiative and judgment.
  • Ensure 100% departmental compliance with all mandatory trainings.  To foster compliance culture and escalate any issues to the appropriate areas.   Own, Ask and Do to support the overall culture of the organization.
  • To implement the Group compliance policy locally by containing compliance risk in liaison with the Head of Group Compliance, Global Business Compliance Officer, Area Compliance Officer or Local Compliance Officer, ensuring adequate compliance resources and training, fostering a compliance culture and optimizing relations with regulators.
  • Produce letters, reports, memoranda, forms, schedules, etc., utilizing various PC-based software packages or other typing equipment, composing items from general outlines or own initiative.
  • Open and screen mail and respond to correspondence and inquiries on behalf of manager; receive and screen telephone calls and visitors, taking appropriate action using initiative and judgement.
  • Complete other responsibilities, as assigned.
  • To implement the Group compliance policy locally by containing compliance risk in liaison with the Head of Group Compliance, Global Business Compliance Officer, Area Compliance Officer or Local Compliance Officer, ensuring adequate compliance resources and training, fostering a compliance culture and optimizing relations with regulators.
  • Complete other responsibilities, as assigned.
Major Challenges
  • Tactfully follow-up on outstanding matters on behalf of the executive
  • Maintaining a well-organized desk including keeping abreast of key deliverable dates, outstanding submissions, mandatory training, etc. on behalf of the Executive
  • It is expected that the role holder will anticipate the needs of the executive to ensure he/she is well prepared in advance of meetings, discussions, etc.  Including printing materials, directing the executive to appropriate links, etc.
Role Context
  • The role operates under minimal supervision and the incumbent is expected to act autonomously to ensure appropriate support for the Executive.   It is expected that the role holder will assist the executive by identifying issues, managing pending files, follow-up and other administrative duties of that nature.
  • They must keep abreast of executive changes in the organization and ensure all documentation is up to date and complete.
  • This role is responsible for 100% compliance with all regulatory and procedural requirements. This may include, but is not limited to requirements outlined for management of compliance and operational risk, information security, business continuity, records management and the components of Strong Enterprise Risk Management (SERM). This position may ensure that policies and procedures exist for compliance with all global and regional processes related to anti-bribery and corruption, sanctions and anti-money laundering.
  • This role supports the department executive, and takes instruction on actions to support compliance activities
Management of Risk
  • Ensure compliance, operational risk controls in accordance with HSBC or regulatory standards and policies; and optimize relations with regulators by addressing any issues.
  • Physical Demands/Work Environment: Very good working conditions. Little or no physical demands. Minimal handling of light materials.The physical demands/work environment described above are representative of those that must be met by an employee to successfully perform the essential duties of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential duties.
  • Ensure compliance, operational risk controls in accordance with HSBC or regulatory standards and policies; and optimize relations with regulators by addressing any issues.
  • •Maintain confidentiality and exercise discretion on a variety of confidential information.
Observation of Internal Controls
  • Maintains HSBC internal control standards, including timely implementation of internal and external audit points together with any issues raised by external regulators.


As you complete your online application, please use source code: Historically Black Colleges and Universities. If you would like to notify HSBC's Diversity Recruiting team of your application, please e-mail diversity.recruiting@us.hsbc.com.

Qualifications & Requirements

  • This position requires an individual with:
  • Minimum of five years proven and progressive secretarial or administrative experience or equivalent.
  • Associates degree in business, related field or equivalent experience.
  • BS/BA degree preferred
  • Superior written and verbal communication skills
  • Organizational and project management skills
  • Strong typing, customer service, problem-solving, and organizational skills.
  • Proficiency with personal computers as well as pertinent mainframe systems and software packages.
  • Ability to deal with all levels of personnel in a courteous and efficient manner and exercise discretion on confidential matters.
  • Ability to influence others to accomplish a common goal
  • Critical thinking and problem solving skills
  • Ability to effectively utilize Microsoft Office applications to prepare reports, presentations and memoranda on behalf of the Executive
  • Strong technical skills to complete self-service related transactions on behalf of the executive
  • Knowledge of Company policies and practices.

EEO/AA/Minorities/Women/Disability/Veterans
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Contact Information
Company Name: HSBC
Website:https://hsbc.taleo.net/careersection/externalnam2/jobdetail.ftl?job=00009YZB&lang=en&src=
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