Executive Assistant

Join us as a Barclays Executive Assistant, you will proactively be managing the ‘office’ of the Head of Private Bank Wealth Management UK & Crown Dependencies which will involve general office management and administrative duties. This is an opportunity for you to provide extensive diary management, arrange meetings and be the contact person for any queries from employees, visitors, and contractors. You will also be required to exercise considerable initiative and a high degree of social skills when dealing with a diverse range of people.

What will you be doing?
•    Working closely with the Head of Private Bank Wealth Management UK & Crown Dependencies and potentially another Director in Private Bank & Wealth Management, providing high-quality and timely secretarial assistance
•    Providing extensive and complex diary management, arranging meetings actively, organising events/conferences, and booking/arranging travel, transport, and accommodation
•    Collating and circulating meeting papers, research background information and ensuring that the Managing Director is always in the correct place at the right time with relevant papers 
•    Preparing agendas, correspondence and presentations in line with deadlines, taking minutes for both internal and external meetings and follow up on action points
•    Screening and managing all telephone calls and emails for the Managing Director
•    Processing expense claims and invoices using SAP and AIP Systems, and leading and managing all electronic authorisation systems on behalf of the Managing Director
•    Establishing and actively maintaining filing and data storage (electronic and paper) in line with policies and procedures


What we’re looking for:
•    Extensive Executive Assistant experience within the Financial Services sector with general knowledge of banking and operational procedures 
•    Excellent work ethic and the ability to think and plan ahead of schedule
•    Exceptional organisation skills and the ability to handle a number of tasks simultaneously and to prioritise accordingly
•    Excellent influencing and communication skills with the ability to communicate across all levels and to work as part of a team including virtual team setups

Skills that will help you in the role:
•    The ability to demonstrate a logical and structured approach to achieving desired outcomes 
•    Someone with high integrity due to the sensitive nature of information handled

This role will be based in Jersey

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.