BIIC Executive Assistant and Team Admin

To provide world class administrative support at an executive level. The individual requires strong initiative and sound judgement, with the ability to work independently. Excellent interpersonal skills and a demonstrated ability to collaborate effectively with a broad range of individuals and groups is a must. Strong data/analytical skills, good command and experience on Excel and PowerPoint presentation (Should be able to demonstrate these skills during selection process) to be able to execute data and reporting requests and ability to present data results in a visual, user-friendly format for the intended audience.

Key Accountabilities

Routine

o Coordinate visits of senior business stakeholders

o Ensure organisational charts for teams are up to date

o Responsible for all the logistics such as travel, ground transport and Visas for the senior staff

o Act as a Coordinator for all activities/events as may be required from time to time, and dealing with event management teams

o Work as poc with CRES, Location strategy, GTIS, HR teams for various requirements  

o Arrange conferences, meetings, and travel reservations for office personnel

o Compose, type, and distribute meeting notes, routine correspondence, and reports

o Greet visitors and callers, handle their inquiries, and direct them to the appropriate persons according to their needs

o Locate and attach appropriate files to incoming correspondence requiring replies

o Email management , as applicable

o Mail newsletters, communications, and other information

o Maintain scheduling and event calendars

o Coordinate conferences and meetings

o Operate office equipment such as fax machines, copiers, and phone systems, and use computers for spreadsheet, word processing, database management, and other applications

o Usage of M365 and necessary softwares to produce correspondence and documents, and maintain presentations, spreadsheets and databases

o Ordering and maintaining stationery and equipment supplies

Priorities

o Coordinate work flow

o Update and chase delegated tasks to ensure progress to deadlines

o Take initiative in manager's absence

o Maintain procedures manual to ensure consistent performance of routines

o Compose correspondence/reports for own or manager's signature

Communication

o Attend to general enquiries

o Arrange schedule for Directors and book all meetings

o Provide materials for all calls

Confidentiality

o Perform to earn full confidence

o Assure discreet handling of business

Knowledge and Expertise

o Delivery Management

o Commercial Management

o Transformational Change Management

o Regulatory and Risk

o Communication and Presentation

o Relationship Management

Stakeholder Management and Leadership

As elaborated in key accountabilities above. 

Decision-making and Problem Solving

As elaborated in key accountabilities above.

Risk and Control Objective [This section is mandatory for all role profiles and must not be deleted].

Person specification

• Sound judgement, ability to work independently when required

• Focus on Strong attention to detail and accuracy

• Excellent interpersonal and communication skills and a demonstrated ability to collaborate effectively with a broad range of individuals and groups is a must.

Essential Skills/Basic Qualifications/

• Graduate degree

Desirable skills/ Preferred qualifications:

• Strong data / analytical/ Technical Skills/Competencies- MS Office applications especially working on dashboard and MIs on MS Excel and preparing PowerPoint presentation.

Ensure that all activities and duties are carried out in full compliance with regulatory requirements, Enterprise Wide Risk Management Framework and internal Barclays Policies and Policy Standards.

This role is based out of Mumbai.

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 meet the needs of stakeholders/ customers through specialist advice and support
• Perform prescribed activities in a timely manner and to a high standard which will impact both the role itself and surrounding roles.
• Likely to have responsibility for specific processes within a team
• They may lead and supervise a team, guiding and supporting professional development, allocating work requirements and coordinating team resources. They supervise a team, allocate work requirements and coordinate 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 manage own workload, take responsibility for the implementation of systems and processes within own work area and participate on projects broader than direct team.
• Execute work requirements as identified in processes and procedures, collaborating with and impacting on the work of closely related teams.
• Check work of colleagues within team to meet internal and stakeholder requirements.
• Provide specialist advice and support pertaining to own work area.
• 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 all teams in area contribute to the objectives of the broader sub-function, delivering impact on the work of collaborating teams.
• Continually develop awareness of the underlying principles and concepts on which the work within the area of responsibility is based, building upon administrative / operational expertise.
• Make judgements based on practise and previous experience.
• Assess the validity and applicability of previous or similar experiences and evaluate options under circumstances that are not covered by procedures.
• Communicate sensitive or difficult information to customers in areas related specifically to customer advice or day to day administrative requirements.
• Build relationships with stakeholders/ customers to identify and address their needs.

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.