Personal Assistant - HSBCJP00043663

Personal Assistant

12 month contract (maternity cover)

£192.50 p/d PAYE

London (Canary Wharf) / Hybrid

If you’re looking for a career that will help you stand out, join HSBC, and fulfil your potential. Whether you want a career that could take you to the top, or simply take you in an exciting new direction, HSBC offers opportunities, support and rewards that will take you further. We are currently seeking an experienced individual to join this team in the role of Personal Assistant.

Role Purpose/Responsibilities:

To provide high quality, professional and comprehensive legal secretarial and administrative support to the Global Banking team.  The role is based in London with the objective of working closely and effectively with the lawyers & 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)

On-boarding and off-boarding of permanent staff and contractors

• 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 GB 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

Skills/ Experience

• Financial Services experience would be beneficial
• 2+ years experience in a similar role

· Proficient in IT packages (Word, Excel, Powerpoint, Sharepoint)

· Proactive diary management

· Ability to plan and organise workload

· 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 to keep calm under pressure

· 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 think you are up for the task and feel you meet the above criteria or interested to hear more information, please contact me on Amy.walker@tapfin.com

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