Part-time Executive Assistant

Overall purpose of role

Key Accountabilities
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Proficient and extensive EA and PA support for the MD -** including full diary management, scheduling meetings, ensuring the diary is up to date and flagging key deadlines, using judgment to prioritise meetings and manage clashes, responding to requests from both internal and external stakeholders swiftly. It's important to also have the ability to record accurate minutes from regular Board, ExCo and Compliance Governance meetings.
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Acting as gatekeeper for the MD**:

- effectively screen and manage calls/requests for the MD as required, acting swiftly on information received, using initiative and delegating tasks to the leadership team where applicable.
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Travel arrangements** - booking global travel, accommodation and logistics (arranging visas, entry requirements and preparing travel business itineraries). Reconciling expenses in a timely manner and adhering to Barclays travel policy.
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Events management **- organisation of leadership team offsite and year-end team offsite, responsible for booking venues, managing agenda, speakers and all related logistics.

Stakeholder Management and Leadership

Key stakeholders and relationships the role will interact with:

- Board members and support office
- ExCo and CEO office

Decision-making and Problem Solving
- Resolving logístical issues arising in the role (e.g. room bookings, diary clashes, IT challenges etc.)
- Co-ordinate and manage requests and IT support issues
- Must be able to use initiative and prioritise own work and meet deadlines
- Positive and solutions orientated approach

Risk and Control Objective

Take ownership for managing risk and strengthening controls in relation to the work you do

Person Specification
- High degree of professionalism and communication skills - ability to deal with a range of people including senior stakeholders and situations
- A flexible approach and the ability to adapt to different leadership styles of senior management
- Strong attention to detail and highly organised
- The ability to respond to changing priorities and urgent requests and multi task in a busy challenging environment with minimum supervision
- Proactive and strong foresight, flagging key deliverables/deadlines
- Decisive and confident, ability to work accurately and effectively under pressure and feel comfortable instructing and directing members of the team when necessary
- Strong Interpersonal skills and team player
- Discrete and trustworthy, experience of dealing with confidential and sensitive matters
- Prioritise workload to use initiative and prioritise own work and meet deadlines
- Flexible, adaptable and comfortable with change
- Needs to be able to enjoy a busy and demanding workload with a high degree of interaction and interruption
- Work completed accurately and to high standards

Essential Skills/Basic Qualifications:

- Experienced PA/EA supporting MDs
- High level of skill/competency in IT - Microsoft Office (Outlook, Word, PowerPoint, Excel)
- Proven experience of working within a fast paced and demanding environment

Desirable skills/Preferred Qualifications:

- Strong spoken and written English
- Good level of numeracy needed for budget figures/expenses

**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.
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