Personal Assistant

Job Summary

The Personal Assistant provides high-quality, proactive executive support to the Global Head of HR, CIB. This critical role requires strong organisational skills, judgment, discretion, and the ability to manage tasks in a complex and fast-paced executive environment. The role holder ensures the effective management of the executive’s time, priorities, and deliverables, enabling leadership focus on strategic business outcomes. The role requires close collaboration across senior stakeholders globally, acting as a key coordination point across the CIB HR Management Team, business leadership offices, and the broader HR ecosystem.

Key Responsibilities

Diary Management

• Lead diary management of the Global Head of HR, CIB – prioritising the calendar to align with strategic business priorities and driving leadership effectiveness
• Coordinate and schedule internal and external meetings across multiple time zones and senior stakeholders (Business and HR)
• Proactively support inbox management, triaging communications and ensuring timely responses or escalation

Meeting & Governance Support

• Manage logistics for key leadership meetings, including rooms, materials, and follow-ups
• Track actions and ensure timely completion where required
• Coordinate and solicit feedback on briefing packs, materials, and logistics for key governance forums (e.g. CIB MT, HRMT, CIB NFRC)

Travel & Logistics

• Manage end‑to‑end planning of international travel including visas, accommodation, and transportation
• Work in partnership with the team to create travel itineraries to maximise the impact of the executive whilst on the ground in the network
• Ensure seamless coordination of schedules across locations with minimal disruption

Operational & Administrative Excellence

• Manage expenses, procurements, and vendor payments in compliance with Group policy
• Process IT and system requests (SF, Microsoft365, etc.) where required and ensure timely resolution
• Maintain accurate records of leave and support the team track / request leave in a timely manner
• Support compliance‑related processes for the executive and team
• Organise team meetings, offsites, and leadership events
• Maintain distribution lists, shared drives, and management documentation / information

Stakeholder Management

• Act as a key interface across global offices of senior leaders, demonstrating professionalism and strong judgement
• Support engagement with external stakeholders, including search firms, ensuring meetings are coordinated smoothly and relationships are managed effectively in line with business needs
• Build effective relationships with PAs across CIB, Functions, and markets

Skills and Experience

• Proven experience as a Personal Assistant, Executive Assistant or in a similar support role
• Excellent organisational and time‑management skills with the ability to prioritise multiple tasks in a fast‑paced environment
• Strong written and verbal communication skills
• Experience managing complex calendars, scheduling meetings and coordinating across multiple time zones
• Comfortable coordinating travel arrangements, meeting logistics and administrative support
• High attention to detail and strong problem‑solving skills
• Ability to work independently with minimal supervision while managing competing priorities

Benefits

• Core bank funding for retirement savings, medical and life insurance, with flexible and voluntary benefits available in some locations
• Time‑off including annual leave, parental/maternity (20 weeks), sabbatical (12 months maximum) and volunteering leave (3 days), along with minimum global standards for annual and public holiday, which together total 30 days minimum
• Flexible working options based around home and office locations, with flexible working patterns
• Proactive well‑being support through Unmind, a market‑leading digital well‑being platform, development courses for resilience and other human skills, global Employee Assistance Programme, sick leave, mental health first‑aiders and various self‑help toolkits
• A continuous learning culture to support your growth, with opportunities to reskill and upskill and access to physical, virtual and digital learning
• Being part of an inclusive and values‑driven organisation that embraces and celebrates our unique diversity, across teams, business functions and geographies – everyone feels respected and can realise their full potential

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