Executive Assistant

Join us as an Executive Assistant to support 2 Managing Directors within Senior Relationship Management as well as providing some administrative support to the wider team. This is an exciting opportunity to assist the Senior Relationship Management Team within Barclays Investment Banking Division. You will be working within a team of Executive Assistants to provide aid to Front Office personnel, which will include extensive diary management, submitting expenses, extensive travel arrangements, organising internal and external events and managing budgets accordingly. A high degree of pro-activity and forward planning capability is required. The ideal candidate will have extensive experience co-ordinating complex international travel as well as maintaining extremely busy calendars. Meticulous attention to detail is key as well as having previously worked in a client facing role. 

Key Accountabilities:

• Extensive diary management for 2 x Managing Directors.
• Extensive co-ordination of international travel and detailed travel itineraries.
• Extensive communication with clients (predominantly C-suite) and public figures on behalf of MD and SRM team.
• Delegate for MD on various tasks.
• General admin tasks including expenses, note taking and proof reading.

Essential Skills:

• Proven Executive Assistant experience at Senior Management level / working within a client facing role.
• Extensive experience co-ordinating complex international travel.
• Able to work at speed and with absolute accuracy.
• Strong communication skills.
• Strong attention to detail.
• Strong organisational skills.

Desirable skills/Preferred Qualifications:

• Previous client facing experience / liaising with C-Suite clients.
• A pro-active and dynamic personality; an ability to work collaboratively with a diverse range of people is essential.
• Able to work both autonomously and collaboratively.
  

You may be assessed on the key critical skills relevant for success in role, such as risk and controls, change and transformation, business acumen strategic thinking and digital and technology, as well as job-specific technical skills

This role is based in London.

Purpose of the role

To provide administrative and organisational support to executives, managers, or teams. To manage schedules, acting as a trusted point of contact, ensuring seamless coordination, efficient task management, and a professional presence for their assigned individuals or teams. 

Accountabilities

• Management of executive, managers or team calendars and overseeing timely responses to meeting invitations and requests.
• Planning and arranging travel itineraries, including flights, accommodation and ground transportation, ensuring timely and efficient travel for the executive or team.
• Proactively anticipating the needs of the executive or team, prioritising tasks, and ensuring timely completion.
• Management of day-to-day administrative tasks, such as expenses, maintaining filing systems, and ordering office supplies, annual leave records management, distribution list management and organisation management tasks.

Analyst Expectations

• To perform prescribed activities in a timely manner and to a high standard consistently driving continuous improvement.
• Requires in-depth technical knowledge and experience in their assigned area of expertise.
• Thorough understanding of the underlying principles and concepts within the area of expertise.
• They lead and supervise a team, guiding and supporting professional development, allocating work requirements and coordinating team resources.
• If the position has leadership responsibilities, People Leaders are expected to demonstrate a clear set of leadership behaviours to create an environment for colleagues to thrive and deliver to a consistently excellent standard. The four LEAD behaviours are: L – Listen and be authentic, E – Energise and inspire, A – Align across the enterprise, D – Develop others.
• OR for an individual contributor, they develop technical expertise in work area, acting as an advisor where appropriate.
• Will have an impact on the work of related teams within the area.
• Partner with other functions and business areas.
• Takes responsibility for end results of a team’s operational processing and activities.
• Escalate breaches of policies / procedure appropriately.
• Take responsibility for embedding new policies/ procedures adopted due to risk mitigation.
• Advise and influence decision making within own area of expertise.
• Take ownership for managing risk and strengthening controls in relation to the work you own or contribute to. Deliver your work and areas of responsibility in line with relevant rules, regulation and codes of conduct.
• Maintain and continually build an understanding of how own sub-function integrates with function, alongside knowledge of the organisations products, services and processes within the function.
• Demonstrate understanding of how areas coordinate and contribute to the achievement of the objectives of the organisation sub-function.
• Make evaluative judgements based on the analysis of factual information, paying attention to detail.
• Resolve problems by identifying and selecting solutions through the application of acquired technical experience and will be guided by precedents.
• Guide and persuade team members and communicate complex / sensitive information.
• Act as contact point for stakeholders outside of the immediate function, while building a network of contacts outside team and external to the organisation.

All colleagues will be expected to demonstrate the Barclays Values of Respect, Integrity, Service, Excellence and Stewardship – our moral compass, helping us do what we believe is right. They will also be expected to demonstrate the Barclays Mindset – to Empower, Challenge and Drive – the operating manual for how we behave.