Personal Assistant

Job Description

Purpose of 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.

Accountabilities

• 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, ensuring timely and efficient travel for the executive or team.
• 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.

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 a Personal Assistant within our Global Transaction Banking (GTB) Specialist Sales team in London.

You will provide support to the Head of Payments specialist sales and the Head of Origination for Sales Finance and Asset Based Lending in the GTB UKC business, and this will include diary & mailbox management, organisation of meetings and events and administrative support.

Responsibilities will include:

• Management of senior executive members calendar 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 meetings
• Acting as gatekeeper - effectively screen and manage calls/requests as required, acting swiftly on information received, using initiative and delegating tasks to their leadership team where applicable

To be successful as a Personal Assistant, you will need:

• A comprehensive understanding of the objectives and policies of the leader’s areas of responsibilities as well as current and future work or projects undertaken, to provide the required level of support
• Good communication skills, both written and oral with the ability to competently and confidently deal with people at all levels
• Sound experience in office management; well-organised and structured with the ability to plan and prioritise workload of self and of dedicated leaders effectively
• The ability to influence an internal stakeholder network, managing expectations and influencing others to balance different requirements effectively and deal with ambiguity
• To be proactive and flexible, with energy and resilience; arrangements will change and may need to be re-organised at short notice
• A relationship/partnering approach within a high-performance climate

Other highly valued skills may include:

• Experience in supporting senior stakeholders and exposure to Senior Executives across the Barclays Group
• Exceptional customer service
• Technical ability using a range of IT systems: Microsoft Office, expenses, HR systems SAP & COUPA
• Knowledge of financial services industry is advantageous

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 is based in London.