Executive/Personal Assistant (UAE National) – Markets & Securities Services MENAT – 0000KO2F
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HSBC Global Banking and Markets (GB&M) is an emerging markets-led, financing-focused business that provides investment and financial solutions. Through our international network, we connect emerging and mature markets, covering key growth areas. The Markets & Securities Services (MSS) division in GB&M plays a critical role in facilitating access to financial markets and managing associated risks. We are currently seeking an ambitious UAE National to join our MSS team in Dubai, who can provide efficient and high level of secretarial and administrative support to the Dubai Global Markets team.In this role, you will:• Handle confidential issues relating to the business and the team professionally and efficiently.• Ensure all administrative activities pertaining to Human Resources, Information Technology, updating and monitoring leave records, expense monitoring and other administrative related work for the department are managed independently.• Ensure travel arrangements for the team are made as per their requirements adhering to budgets and group travel policies.• Diary Management, scheduling/rescheduling appointments, meetings and VC calls.• Utilize as appropriate, central filing resources and Group electronic filing /archiving systems in line with audit/compliance guidelines.• Reinforce secretarial best practices following new joiners (buddy program) and existing work-force, provide further clarification of policy and procedures.• Ensure team acknowledgment and implementation of new policies and procedures.• Prepare confidential correspondence and presentations.• Screen and respond appropriately to all incoming and outgoing faxes, mail, email and other correspondences of the management and the team as delegated.• Attend professionally to all telephone calls and visitors.• Order office supplies.• Ensure close liaison with Facilities/Security teams.• Ensure all invoices are processed timely and handled appropriately• Information Coordinator - Ensure all files pertaining to the team are monitored and maintained accurately as per HSBC Group policies.• Provide secretarial support to the Markets team by scanning through meeting requests, understanding the purpose of the meeting and involving the appropriate team members.• Arrange internal and external meetings, both regional and local, for the team via conference calls, video conference and in person.• Ensure communication flows and interface between team members, colleagues and clients are efficiently managed.• Interact with clients on a regular basis and maintain an updated client database.• Coordinate the printing and binding of client presentations for the team.• Liaise with other overseas secretaries with regards to business visitors to Dubai. Ensure all logistics around visitors are appropriately handled.• Maintain an internal and external network of contacts to facilitate transactions and ensure requests are addressed in a timely manner.• Ensure all internal control standards have been implemented as per HSBC’s Compliance Policies.• Demonstrate a commitment to excellence and perform to the highest standards.• Plan workflows and manage own schedule to ensure that work is completed in an efficient and timely manner.• Deliver fair outcomes for our customers and ensure own conduct maintains the orderly and transparent operations of financial markets.• Process requests for Physical Access to the restricted area on a timely basis.• Ensure all necessary activities for New Joiners are processed on a timely basis.