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Banking Executive Administrative Assistant

Req #: 180027444
Location: Hong Kong, , HK
Job Category: Admin/Secretarial
Job Description:

As an Executive Assistant, you are part of the team of Assistants within the CIB Business Support Management structure that supports a diverse team of business executives. You should have excellent interpersonal skills with the ability to work with partners from across the firm at all levels to support the business. Continuously seek to align priorities to business principles under the How We Do Business framework  


You will perform diverse secretarial duties and administrative functions requiring extreme confidentiality, initiative and sound decision-making and coordinate efforts with the other admins across CIB. You will rely on excellent organizational skills and the ability to effectively handle multiple priorities. You will need to adapt procedures, processes and techniques to the completion of assignments and in line with the department's activities and goals. Duties also include meeting and heavy travel coordination; managing calendar and recurring client / team events, submitting expenses via Concur, heavy phone coverage, and reviewing incoming correspondence / emails and preparing responses. Additionally, you will exercise independent judgment, escalating.


Responsibilities include: 

  • Providing extensive administrative support to a team including Team Head

  • Calendar management for multiple team members and associated tasks, subsequently work effectively with other administrative assistants to coordinate/plan meetings and conference calls, which may involve numerous time zones

  • Assisting and / or leading the organization events

  • Business travel arrangement in line with corporate travel policies, including prior approval, booking airline tickets, car services, hotels, itineraries; preparing documents for business travel, e.g. visas, new/amended passports

  • Processing of T&E and other expense claims

  • Logistics & arrangement of meetings for visitor(s); management meetings

  • Providing general support including photocopying, booking meeting rooms, filling, etc

  • Assist with overflow, ad hoc projects, assistant back-up coverage and day-to-day tasks when required

  • Minimum 10 years secretarial and administrative experience in Corporate & Investment Banking environment with substantial experience in supporting senior executives and teams

  • Strong Microsoft Office capabilities

  • Proficiency in both written and spoken English and Mandarin

  • Strong organizational skills, meticulous, self-sufficient and multi-task

  • Self-motivated, resourceful and detail oriented with strong commitment to accuracy

  • Clear thinking and concise communication is important when interacting with different groups and balancing priorities

  • Ability to demonstrate utmost discretion and professionalism at all times

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