BIIC Executive Assistant and Team Admin

Overview

Provide world-class administrative and organisational support at an executive level to executives, managers or a team, managing schedules and acting as a trusted point of contact.

What you'll do

• Manage executive, manager or team calendars and oversee timely responses to meeting invitations and requests.
• Plan and arrange travel itineraries, including flights, accommodation and ground transportation.
• Proactively anticipate the needs of the executive or team, prioritise tasks and ensure timely completion.
• Manage day-to-day administrative tasks such as expenses, filing systems, office supplies, annual leave records, distribution lists and organisation management tasks.
• Coordinate visits of senior business stakeholders.
• Ensure organisational charts for teams are up to date.
• Be responsible for logistics such as travel, ground transport and visas for senior staff.
• Act as coordinator for activities and events, dealing with event management teams.
• Act as point of contact with CRES, Location strategy, GTIS and 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.
• Manage email, 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, and use computers for spreadsheets, word processing, database management and other applications.
• Use M365 and necessary software to produce correspondence and documents, and maintain presentations, spreadsheets and databases.
• Order and maintain stationery and equipment supplies.
• Execute data and reporting requests and present data results in a visual, user-friendly format for the intended audience.
• Check work of colleagues within the team to meet internal and stakeholder requirements.
• Communicate sensitive or difficult information to customers in areas related to customer advice or day-to-day administrative requirements.
• Deliver work in line with relevant rules, regulations and codes of conduct, and take ownership of managing risk and strengthening controls for the work you own.

What you'll need

• Strong initiative and sound judgement, with the ability to work independently.
• Excellent interpersonal skills and a demonstrated ability to collaborate effectively with a broad range of individuals and groups.
• Strong data and analytical skills.
• Good command and experience of Excel and PowerPoint presentations (must be able to demonstrate these skills during the selection process).
• Strong attention to detail and accuracy.
• Excellent communication skills.
• Ability to assess regulatory compliance, Enterprise Wide Risk Management Framework and internal Barclays policies and policy standards.

Details

• Location: Mumbai, Nirlon Knowledge Park (BX), 9th and 11-12 floor.