Senior Administrative Assistant

HSBC Global Services Limited • Miami, FL

10d

About The Position

This Administrative Assistant role provides administrative and secretarial support to assigned senior managers (Global Career Band 3 and above) and their teams. You’ll manage a wide range of tasks that often involve confidential information and require sound judgment and attention to detail. The role supports effective day-to-day operations through disciplined organization of events, records, correspondence, meetings, travel and reporting. You’ll also help maintain strong governance by ensuring compliance and operational risk controls are followed in line with HSBC and regulatory standards and policies. Success means leaders stay focused on priorities because the administrative running of their area is well-managed with clear communications and reliable follow-up.

Requirements

• Proven administrative/secretarial experience or equivalent
• Strong typing capability and proficiency with PCs, standard productivity tools as well as relevant systems and software packages
• Service-focused approach with strong problem-solving, organization and attention to detail
• Ability to anticipate leader needs and prioritize effectively across multiple requests
• Ability to work independently with minimal day-to-day supervision
• Clear communication with the ability to interact professionally at all levels
• Ability to handle sensitive and confidential information with discretion and sound judgment
• Working knowledge of company policies and practices or bring equivalent experience and learn quickly
• Use Microsoft Office Suite of Applications effectively

Responsibilities

• Provide confidential administrative and secretarial support activities aligned to the needs of the assigned area
• Manage calendars, scheduling and meeting logistics, balancing competing priorities effectively
• Prepare and coordinate meetings including agendas, materials, room bookings and follow-ups
• Research information and maintain accurate records, filing systems and department documentation
• Develop and produce reports and presentations for senior stakeholders
• Draft and produce correspondence, reports, presentations and other documents using PC-based tools and relevant systems
• Create written materials from general outlines using initiative and sound judgment
• Schedule appointments and meetings through effective prioritization and calendar management
• Arrange domestic and international travel including cross-border and travel-related compliance requirements
• Schedule, welcome and attend to visitors using initiative and professionalism
• Embed compliance and operational risk controls in line with HSBC and regulatory standards and policies
• Submit expense claims accurately and on time
• Coordinate with vendors and internal support teams including ticket/work order creation for office and technology support
• Plan and deliver events end-to-end: ideation, venue sourcing and negotiation, budgeting, compliance, invitations, catering and onsite coordination
• Manage onboarding and offboarding activities to ensure a smooth colleague experience
• Provide office management support including supply ordering and general site coordination

Benefits

• Competitive pay and benefits package
• Robust Wellness Hub
• Tailored professional development opportunities
• Industry-leading volunteerism policy
• Generous matching gift program
• Comprehensive program of immersive Sustainability and Climate Change Initiatives
• Employee Resource Groups

What This Job Offers

• Job Type: Full-time
• Career Level: Senior
• Education Level: No Education Listed