Executive Assistant

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.

Join us as an Executive Assistant at Barclays, where you'll play a crucial part for ensuring seamless coordination and successful outcomes across the Bank. In this role your goal will be to create impactful and memorable experiences that reflect the innovation and excellence of our organisation.

To be successful as a Executive Assistant, you should have experience with:

• Excellent Organisational skills: Managing complex calendars, scheduling meetings, and able to prioritise tasks, ensuring deadlines are met and priorities are aligned, keeping track of multiple tasks and projects and details simultaneously, whilst maintaining attention to detail.

• Exceptional Communication Skills and Relationship Management: Clear and professional written and verbal communication acting as a liaison between the executive and internal/external stakeholders. Crafting reports, minutes and actions with precision and tact, builds trust and rapport with executives, teams, and internal and external stakeholders acts as a gatekeeper and liaison, balancing accessibility, and boundaries effectively.

• Problem Solving and adaptability: Anticipating needs and proactively addressing challenges, staying calm under pressure and finding creative solutions to unexpected issues adapting to shifting priorities and working in a fast-paced environment.

Some other highly valued skills may include:

• Relationships and Stakeholders: Ability to build and maintain strong relationships, able to read between the lines and anticipate needs and priorities, Working with senior stakeholders.  

• Technology: Proficiency with tools such as Microsoft Teams, Outlook, Word, Excel, Whiteboard, Co-Pilot, Adopt new technologies and champion the use of these across the wider team

• Data: Managing data confidentiality, handling sensitive information with professionalism and sensitivity. Safeguarding company data at all times.  

• Find opportunities to go beyond the role profile to support the team in a number of key activities to add value.

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 will be based in our Glasgow office.

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