Executive Assistant - Internal Communications

Description

Position Summary: Provide high-quality administrative and executive support to the Head of Internal Communications, ensuring efficient management of schedules, meetings, and communications with confidentiality. Key Highlights: 1. Comprehensive executive support to the Head of Internal Communications. 2. Efficient management of complex schedules and event coordination. 3. Cross-functional collaboration and internal customer service. **This role is only available in Spanish** **Purpose of the Role** To provide agile, high-quality administrative and executive support to the Head of Internal Communications, ensuring efficient management of schedules, meetings, communications, and operational coordination. This role contributes to timely execution, orderly delivery, and required confidentiality levels for internal messages and team activities. Where applicable, the role will also support administrative coordination for the extended team (e.g., vendors, event logistics, task tracking), influencing outcomes through best practices, experience, and professional judgment. **Key Responsibilities** *Executive Support and Schedule Management* * Manage complex schedules: coordinate meetings, reserve rooms/Teams, issue invitations, handle last-minute changes, and prioritize tasks. * Prepare and coordinate meeting materials (agendas, minutes, presentations, reports/KPIs), ensuring correct versions and timely distribution. * Follow up on agreements and action items: record them, send reminders, track progress, and escalate when necessary. *Communications Management and Coordination* * Draft, review, and format internal communications (emails, memos, brief messages) on behalf of leadership, maintaining appropriate tone and clarity. * Route inquiries to the appropriate team members or stakeholders (People, COO, Risk/Compliance, Technology, etc.). * Support coordination of area campaigns and deliverables (editorial calendar, milestones, approvals, version control). *Events and Logistics* * Organize town halls, information sessions, workshops, and off-site events: logistics, invitations, attendance lists, materials, day-of-event support, and post-event follow-up. * Coordinate travel and accommodation where applicable, and manage expense reports in accordance with current guidelines. *Administrative Management for the Team* * Maintain team records, inventories, and documentation (templates, repositories, distribution lists, organizational charts, trackers). * Support vendor management/administrative requests (where applicable), ensuring traceability and process compliance. **Requirements** *Experience* * Prior experience as a senior executive/administrative assistant, ideally within corporate functions (Communications, HR, COO, Risk/Compliance, or other cross-functional areas). * Experience coordinating dynamic schedules involving multiple stakeholders and, preferably, across different time zones. *Skills* * Excellent written and verbal communication (ability to write clearly, concisely, and with sound judgment). * High attention to detail, organization, and follow-up. * Handling of confidential information and sensitivity in dealing with leadership matters. * Ability to work under pressure, manage priorities, and adapt to frequent changes. * Strong interpersonal skills to engage effectively with colleagues at all levels. *Tools* * Proficiency in Microsoft Office (Outlook, PowerPoint, Excel, Word) and collaboration tools (Teams/SharePoint). * (If applicable in your environment) familiarity with internal messaging/management tools. *Key Competencies* * Discretion and judgment. * Proactivity. * Time management and prioritization. * Cross-functional collaboration and internal customer service. * Quality execution and adherence to deadlines. HSBC is an equal opportunity employer committed to building a culture where all employees are valued and respected, and where their opinions matter. We take pride in offering a workplace that fosters continuous professional development, flexible working arrangements, and growth opportunities within an inclusive and diverse environment. We encourage applications from all qualified individuals, regardless of — among others — gender or genetic information, sexual orientation, ethnicity, religion, socio-economic background, medical leave requirements, political affiliation, disability, color, national origin, veteran status, etc. All applications are considered on merit and suitability for the role.