HSBCJP00042686 - Executive Assistant
- 8 Canada Square, London E14 5HQ, UK, England (GBR)
- £225 - £250 Per Day
- 26 Weeks
- Start date: 12 Jul 22
- Ref: 158087
- executive assistant
- travel arrangements
- outlook
- purchase orders
- secretarial
- reports
- legal
- spreadsheets
- powerpoint
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 / carrisa.armstrong@jeffersonwells.co.uk
