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.

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 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).

Responsibilities:

• 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 itineries, 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.

Requirements:

• 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).