Personal Assistant and Administrative

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 PA and Administrative where you will be responsible for Executive diary and meeting management. Stakeholder and relationship management. Governance and leadership meeting support. Travel, expenses, and event coordination. Confidential handling of sensitive information. Operational excellence, accuracy, and timely execution. Proactive problem-solving and prioritisation. Collaboration and resilience across the global PA network.

To be successful, you should have:

The skills, mindset, and qualities required to provide effective executive support, manage competing priorities, build strong stakeholder relationships, handle sensitive information with discretion, and deliver accurate and timely outcomes.

Essential Skills/Basic Qualifications:

• Strong written and verbal communication skills, with the confidence to engage effectively with senior leaders. Ability to draft professional communications, actively listen, and build strong stakeholder relationships.
• Excellent diary management and organisational skills, including calendar management, meeting coordination, travel arrangements, expense processing, and prioritisation of competing demands.
• Proactive and detail-oriented approach to managing logistics, planning activities, anticipating requirements, and ensuring flawless execution of tasks and events.
• Strong technical proficiency in Microsoft Outlook, Teams, Word, Excel, PowerPoint, Concur, and emerging AI tools such as Microsoft Copilot to drive efficiency and productivity.
• High levels of discretion, professionalism, and ownership, with the ability to manage confidential information, work independently, and adapt to changing priorities in a fast-paced environment.

Desirable Skills/Preferred Qualifications:

• PA/EA experience supporting senior leaders, with a proven track record of delivering high-quality administrative and executive support.
• Strong ability to manage complex diaries, travel arrangements, logistics, and day-to-day schedules for multiple senior leaders, while effectively balancing competing priorities.
• Demonstrates the mindset of a trusted Personal Assistant, with a proactive and solution-oriented approach. Able to collaborate with colleagues and stakeholders to resolve issues, anticipate leadership needs, consistently meet expectations, and successfully coordinate leadership visits and events.

You may be assessed on the key critical skills relevant for success in role, such as:

• Complex diary management and prioritisation across multiple senior leaders.
• Strong confidentiality, integrity, and sound judgement in handling sensitive information.
• High levels of accuracy, proactivity, ownership, and execution excellence.

Job Location is Mumbai.