Executive Assistant

We’re currently seeking an experienced professional to join our team in the role of Executive Assistant on a contract term basis for 6-12 months.

We’re one of the largest banking and financial services organisations in the world, with a network that covers more than 50 countries and territories. We aim to be where the growth is, enabling businesses to thrive and economies to prosper, and, ultimately, helping people fulfil their hopes and realise their ambitions.

You’ll play a key part of a collaborative support network and will play a key role in ensuring senior leaders are prepared, connected and able to focus on strategic priorities.

In this role,

Real Estate Services (RES) is part of the Global Procurement & RES Infrastructure team within the Global Chief Operating Office (GCOO) at HSBC. The function is responsible for shaping and delivering the Bank’s real estate strategy globally, working in close partnership with businesses, senior leadership and external strategic partners.

The Executive Assistant (GCB5) role is central to the effective running of the RES leadership agenda, providing high-quality, proactive executive support to two Managing Directors: Global Head of Real Estate Services and Regional Head of Real Estate Services (UK/EUR/US/LATAM).

The role requires strong judgement, autonomy, and the ability to operate confidently in a fast-paced environment, balancing competing priorities with discretion and professionalism.

Part of a collaborative support network and will play a key role in ensuring senior leaders are prepared, connected and able to focus on strategic priorities.

This role is based in London on a fixed-term, hybrid basis.

In this role, you will:

• Provide end-to-end executive assistant support to Global Head of Real Estate Services and the Regional Head of Real Estate Services (UK/EUR/US/LATAM), enabling effective time, priority and stakeholder management.
• Manage complex diary scheduling across time zones, proactively resolving conflicts and ensuring leaders are well-positioned for key meetings.
• Provide high-volume email mailbox support (as agreed) to MDs, including screening and prioritising, and drafting responses where appropriate, ensuring timely handling of correspondence.
• Coordinate internal and external meetings and leadership activities, ensuring appropriate stakeholder participation, effective scheduling, and seamless delivery of meeting logistics.
• Arrange complex travel and accommodation, including multi-stop itineraries, ensuring plans are practical, compliant, and optimised for time and cost.
• Produce and submit complex expense claims and related administration accurately and on time, using HSBC systems and processes.
• Act as a professional point of contact for the MDs, managing and appropriately routing stakeholder requests, and handling sensitive matters with discretion and confidentiality.
• Maintain effective document and information management, ensuring information is organised, current and easy to retrieve.
• Support coordination of activities and other ad hoc projects on behalf of the MDs (e.g., team socials/events), ensuring arrangements are well planned and delivered smoothly.
• Work collaboratively with RES teams across value streams and regions/markets to support delivery of the MDs’ priorities, including effective coordination, timely responses and escalation of issues where required.
• Build strong, constructive relationships with the wider HSBC support network (e.g., across Procurement, GCOO, and the Business/Functions) to enable effective stakeholder access, cross-coverage and smooth delivery of the MDs’ agenda.

To be successful in this role you should have the following skills:

• Builds strong working relationships with senior stakeholders; manages expectations and secures timely inputs.
• Demonstrates tact and diplomacy, maintaining confidentiality when handling sensitive or highly restricted matters and competing demands.
• Strong written and verbal communication skills, with the ability to communicate clearly, manage escalations effectively, and represent the MDs in a professional manner
• Works well under pressure, re-prioritizing within very short timescales and adapting to rapidly changing and wide-ranging priorities, showing patience and understanding.
• Works effectively across a complex global organisation, taking a positive and pragmatic approach, and building strong relationships to get things done.
• Proven experience providing executive support to senior leaders, including complex diary, meeting, and travel coordination, as well as broader executive administration.
• Proven track record supporting senior management in a fast-paced, high-profile environment, ideally within a large, matrix organization
• Highly organised with strong attention to detail; proactively anticipates issues, resolves day-to-day conflicts (diary/logistics), and escalates appropriately when required
• Strong Microsoft Office and collaboration tools (e.g. Outlook, Teams, SharePoint, PowerPoint, Excel, Zoom, etc.), with the ability to learn HSBC systems quickly (including travel, procurement, and expenses tools).

Being open to different points of view is important for our business and the communities we serve. At HSBC, we’re dedicated to creating diverse and inclusive workplaces - no matter their gender, ethnicity, disability, religion, sexual orientation, socio-economic background or age. We are committed to removing barriers and ensuring careers at HSBC are inclusive and accessible for everyone to be at their best. We take pride in being a Disability Confident Leader and will offer an interview to people with disabilities, long term conditions or neurodivergent candidates who meet the minimum criteria for the role.

If you have a need that requires accommodations or changes during the recruitment process, please contact the Recruiter.