Executive Assistant to CEO Barclays Asia Pacific

To provide high-level administrative support to the Chief Executive Officer, Barclays Asia Pacific/ CCEO India (“CEO”). This role is crucial in ensuring the CEO's time is effectively managed and that the executive office runs smoothly. The Executive Assistant acts as a gatekeeper, manages the CEO's schedule, coordinates meetings, manages travel, handles communication on behalf of the CEO, helps with preparing presentations and reports, and provides other administrative support as needed.

Key Accountabilities

Support the CEO by working closely with his office to ensure smooth running via: 

• Calendar Management: Schedule and manage the CEO's appointments, meetings, and travel arrangements, ensuring timely responses as needed. Ensure the CEO's time is allocated efficiently and prioritize conflicting demands. Ensure timely completion of mandatory training and other relevant time-bound tasks assigned to the CEO.
• Meeting Coordination: Organize and coordinate meetings for the CEO, including where needed assisting with preparing agendas, taking minutes, and following up on action items. Ensure all necessary materials are prepared/ received in advance.
• Travel Arrangements: Plan and book travel itineraries, accommodations, and transportation for the CEO. Prepare travel expense reports and handle reimbursements. Work with the CEO office to help manage global senior executives regional travel.
• Office Management: Manage day-to-day operations of the executive office, including all expenses, maintaining filing systems, managing office supplies and equipment, annual leave records management, distribution list management and any other relevant tasks.
• Project Management: Assist with special projects and initiatives as assigned by the CEO/ CEO office. Track progress and ensure deadlines are met.
• Confidentiality: Maintain the highest level of confidentiality and discretion in handling sensitive information.

Person Specification

To be successful as an Executive Assistant, you should have:

• Experience supporting senior executives as noted above, preferably C-level.
• Professional demeanor.
• Excellent organizational and time-management skills.
• Strong written and verbal communication skills.
• Ability to multitask and prioritize effectively.
• Strong attention to detail and good problem-solving skills.
• Proficiency in Microsoft Office Suite and other key office software.

Other highly valued skills include:

• Proactive, and able to work independently.
• Good interpersonal skills and the ability to work with internal and external stakeholders at all levels.

Job location is Mumbai.

Purpose of the role

To manage the executive's schedule, handling correspondence, preparing presentations and reports, and providing other administrative support as needed. 

Accountabilities

• Management of senior executive members calendars and overseeing their 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.
• Proactively anticipating the needs of the senior executive, 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.
• Management and facilitation of senior executive members meetings.

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.