Job description Posted 14 July 2022

Job title – Executive Assistant

Location – Canary Wharf, London/Hybrid working

Rate – up to PAYE £250 / Umbrella £324.58 per day

Start date – ASAP

Contract – 12-month contract with a review to be made permanent

Our client HSBC are currently seeking an Executive Assistant to provide high quality, professional and comprehensive legal secretarial and administrative support to the Global Banking & Markets Legal team.  The role is based in London with the objective of working closely and effectively with the lawyers & other Executive Assistants. 

The role duties will consist of, (but not be limited to):

Extensive Diary management for Legal team (approx. 10-15 lawyers)

  • Organising and planning internal and external meetings including logistics such as booking room, set up, catering & preparation of materials
  • Maintaining the Outlook team calendar to log holiday / leave absences

Co-ordinating domestic & international travel arrangements

  • Processing expenses (Fusion experience not essential but desired)

Creation & maintenance of the Group Corporate & Treasury Legal Knowledge & Template Site

  • Collaborating with the central project team to build out a new Knowledge & Template Site
  • Working with the GCB2 & GCB4s to create content for the new sites
  • Regularly maintaining the site i.e. adding new users, password reset, updating content, uploading materials 

Owning & maintaining document management folders for the team (eShare or equiv. experience not essential but desired)

  • Adding users to folders and granting relevant permissions
  • Annual recertification of folders and users who have access

Owning & maintaining document management folders for the team (eShare or equiv. experience not essential but desired)

  • Assisting the line manager to raise position numbers
  • Raising staff numbers
  • Ensuring all contractor engagement documentation is stored appropriately
  • Ordering of IT equipment for the new joiner
  • Arranging collection of IT equipment through off-boarding process
  • Providing day 1 IT set-up

Legal invoice processing (Legal Tracker experience not essential but desired) including:

  • Raising accrual billing reports on specific matters
  • Liaising with accounts payable for payment status updates
  • Accessing Legal Tracker and retrieving supplier invoice copies and Legal Tracker approvals
  • Adding external matter participants to Legal Tracker matters
  • Primary point of contact for Law Firms regarding e-billing
  • Raising purchase orders (Fusion experience not essential but desired) and liaising with the procurement team
  • Work closely with resolving matter creation issues with the Legal offshore team
  • Assisting lawyers with amending budgets and closing matters
  • Assisting lawyers with clearing audit flags

Administrative Tasks

  • Creating & maintaining team organisation charts and ensuring they are stored in the relevant areas
  • Preparing documents, presentations and spreadsheets on house style (Word/PowerPoint/Excel)
  • Escalation of IT issues to the HSBC IT Helpdesk

Ad-hoc requests for the GBM Legal team such as (but not limited to):

  • Ordering stationery & IT equipment (headsets etc.)
  • Liaising with Facilities Management for any work environment requests
  • Arranging couriers of original legal documents
  • Scanning & archiving of original legal documents
  • Maintaining email distribution lists

Knowledge & Experience:

  • Proficient in IT packages (Word, Excel, PowerPoint, SharePoint)
  • Previous EA experience
  • Proactive diary management, including rescheduling conflicting appointments using judgment
  • Ability to plan and organise workload, considering conflicting priorities
  • Strong relationship skills / ability to communicate effectively both in writing and verbally
  • Ability to deal with internal and external clients and to act as a gate keeper for your coverage team
  • Ability to prioritise and deal with multiple requests at one time
  • Ability keep calm under pressure
  • Ability to work accurately under pressure of tight deadlines
  • Judgment and decision-making ability
  • Proactive approach and forward-thinking ability
  • Ability to maintain HSBC internal controls and standards and under due diligence checks
  • Ability to work independently

If you are interested then please don’t delay, contact me on 0161 503 5522 /