BIIC Executive Assistant and Team Admin

Barclays - Mumbai

About 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.

Key Responsibilities

• Coordinate visits of senior business stakeholders.
• Ensure organisational charts for teams are up to date.
• Responsible for all logistics such as travel, ground transport, and Visas for senior staff.
• Act as a Coordinator for all activities/events as may be required from time to time, and dealing with event management teams.
• Work as poc with CRES, Location strategy, GTIS, HR teams for various requirements.
• Arrange conferences, meetings, and travel reservations for office personnel.
• Compose, type, and distribute meeting notes, routine correspondence, and reports.
• Greet visitors and callers, handle their inquiries, and direct them to the appropriate persons.
• Locate and attach appropriate files to incoming correspondence requiring replies.
• Email management, as applicable.
• Mail newsletters, communications, and other information.
• Maintain scheduling and event calendars.
• Coordinate conferences and meetings.
• Operate office equipment such as fax machines, copiers, and phone systems.
• Use computers for spreadsheet, word processing, database management, and other applications.
• Usage of M365 and necessary software to produce correspondence and documents, and maintain presentations, spreadsheets, and databases.
• Ordering and maintaining stationery and equipment supplies.
• 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.
• 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.
• Execute work requirements as identified in processes and procedures, collaborating with and impacting on the work of closely related teams.
• 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 work and areas of responsibility in line with relevant rules, regulation, and codes of conduct.
• Build relationships with stakeholders/customers to identify and address their needs.

Requirements & Tech Stack

• Strong initiative and sound judgment.
• Ability to work independently.
• Excellent interpersonal skills.
• Demonstrated ability to collaborate effectively with a broad range of individuals and groups.
• Strong data/analytical skills.
• Good command and experience on Excel and PowerPoint presentation (ability to demonstrate these skills during the selection process).
• Ability to present data results in a visual, user-friendly format for the intended audience.
• Sound judgment, ability to work independently when required.
• Focus on strong attention to detail and accuracy.
• Excellent interpersonal and communication skills.
• Potential assessment on critical skills such as compliance with regulatory understanding, Enterprise Wide Risk Management Framework, and internal Barclays Policies and Policy Standards.

Qualifications

• Ability to present data results in a visual, user-friendly format for the intended audience.