Sr Office Manager & Executive Assistant

HSBC Global Services Limited•Chicago, IL

About The Position

HSBC is hiring a Sr Office Manager & Executive Assistant to provide administrative and office support for Chicago-based executives and the Finance department. The role includes executive scheduling and travel arrangements, office logistics, mail and records management, Finance-wide business continuity planning, and backup support for the Americas CFO. The position also involves maintaining compliance with HSBC and regulatory standards and supporting department needs as they arise. Applicants must be legally authorized to work in the United States. HSBC will not provide immigration sponsorship for this position.

Requirements

Proven and progressive administrative or office manager experience, or equivalent.
Bachelor’s degree in business or a related field, or equivalent experience.
Excellent written and verbal customer service skills.
Strong problem-solving and organizational skills.
Ability to anticipate senior or executive manager needs, work independently, and handle most responsibilities without consultation.
Ability to interact courteously and efficiently with personnel at all levels and exercise discretion with confidential matters.
Must be legally authorized to work in the United States; immigration sponsorship is not available.

Responsibilities

Provide administrative support to Chicago-based executives at GCB 3 and above, including scheduling, booking room and desk reservations, arranging travel, managing building access, filing expense reports, and supporting office social events.
Provide backup administrative and secretarial support for the Americas CFO when the Senior Executive Assistant to the Americas CFO is out of the office.
Open and screen office mail, and ensure incoming checks are routed to the appropriate team for deposit and recordkeeping.
Manage the annual Finance-wide business continuity planning process, including coordinating with plan owners, updating plans, and conducting annual exercises.
Manage Finance records stored offsite with an external vendor.
Ensure compliance and operational risk controls in accordance with HSBC and regulatory standards and policies, and address issues to optimize relations with regulators.
Provide administrative and office support across the department, including coordinating with building services, securing seating, overseeing relocations, managing distribution lists, and resolving ad hoc issues.