Executive Assistant

Job Description

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.
• 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 Executive Assistant where you will support senior management and the CEO Office by providing end-to-end administrative and operational assistance. Work closely with senior executives to manage calendars, meeting schedules, and timely responses to meeting requests. Coordinate internal and external communications and act as a central point of contact for general correspondence. Manage global travel agendas, including itinerary planning, booking tracking, flights, accommodation, and ground transportation.

Plan and schedule meetings, events, and executive travel with precision and foresight. Proactively anticipate executive requirements, prioritise tasks, and ensure timely delivery of outcomes. Manage day-to-day administrative activities such as expense processing, filing systems, distribution list management, and organisational documentation. Facilitate senior executive meetings and support event management activities. Assist in client meeting preparation, including itinerary planning and collating client profiles prior to meetings. Execute work in line with defined processes, procedures, risk controls, and quality standards. Take ownership of specific processes or independently manage workload while contributing to wider projects and cross-team initiatives.

To be successful in this role, you should:

• Demonstrate strong judgement based on established practices and prior experience.
• Be comfortable operating in a fast-paced environment supporting senior leadership.
• Exhibit resilience, discretion, and a high level of professionalism.
• Communicate clearly and effectively with senior stakeholders and cross-functional teams.
• Proactively manage priorities and anticipate requirements.

Essential Skills / Basic Qualifications:

• Proven experience in executive or senior management administrative support.
• Strong calendar management and meeting coordination experience.
• Experience in managing executive travel and itineraries.
• Ability to handle confidential and sensitive information with discretion.
• Proficiency in Microsoft Office tools, particularly Word and Excel.
• Experience in expense management and administrative reporting.

Desirable Skills / Preferred Qualifications:

• Prior experience supporting C-suite or CEO Office functions.
• Exposure to global stakeholder coordination and international travel planning.
• Experience in event management and client meeting coordination.

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

• Stakeholder management and communication effectiveness.
• Planning, organisation, and attention to detail.
• Ability to prioritise, manage risk, and maintain control standards.
• Ownership, accountability, and execution excellence.

Job location is Mumbai.