Barclays Hiring Executive Assistant & Team Admin - Mumbai

Job Description

This role provides administrative and organisational support to executives, managers, or teams. The position manages schedules, acts as a key point of contact, and ensures smooth coordination of activities while maintaining a professional interface for assigned leaders or teams.

Purpose of the Role

The Executive Assistant and Team Admin supports daily operations by managing calendars, coordinating travel, and handling administrative tasks. The role focuses on efficient task management and proactive coordination to support executives and team operations.

Accountabilities

• Manage calendars for executives or teams and ensure timely responses to meeting invitations and scheduling requests.
• Plan and organise travel arrangements including flights, accommodation, and ground transportation.
• Anticipate the needs of executives or teams, prioritise tasks, and ensure work is completed on time.
• Handle day to day administrative activities such as expense management, filing systems, office supply ordering, leave tracking, and distribution list maintenance.

Analyst Expectations

• Provide specialist advice and support to meet stakeholder and customer needs.
• Carry out assigned tasks in a timely manner and maintain a high quality standard.
• Take responsibility for specific operational processes within the team.
• Supervise or guide team members where required, allocating tasks and coordinating resources.
• Follow Barclays leadership behaviours that encourage collaboration, development, and performance excellence.
• Manage personal workload effectively and support implementation of systems and processes within the work area.
• Collaborate with closely related teams and ensure alignment with procedures and operational requirements.
• Review team outputs to meet internal and stakeholder expectations.
• Take ownership of risk management and maintain compliance with regulations and internal policies.
• Build knowledge of how teams contribute to wider business objectives and continuously develop operational expertise.
• Use past experience and judgement to assess situations and determine appropriate actions.
• Communicate clearly with stakeholders, including handling sensitive or complex information when required.
• Maintain strong relationships with stakeholders to understand and address their requirements.

All colleagues are expected to demonstrate the Barclays values of Respect, Integrity, Service, Excellence, and Stewardship. Employees should also reflect the Barclays mindset of Empower, Challenge, and Drive in daily work.

The role requires initiative, sound judgement, and the ability to work independently. Strong interpersonal collaboration skills are essential. Candidates should also have strong data and analytical abilities, with practical knowledge of Excel and PowerPoint to support reporting tasks and present insights in clear visual formats.

Key Accountabilities

Routine

• Coordinate visits from senior business stakeholders.
• Maintain updated organisational charts for teams.
• Arrange travel logistics such as flights, visas, accommodation, and ground transport for senior staff.
• Coordinate internal activities and events with event management teams.
• Act as a point of contact with teams such as CRES, Location Strategy, GTIS, and HR for operational requirements.
• Arrange conferences, meetings, and travel bookings for office staff.
• Prepare and distribute meeting notes, routine correspondence, and reports.
• Greet visitors and manage enquiries, directing them to the appropriate contacts.
• Handle incoming correspondence and attach relevant documentation when responses are required.
• Support email management when applicable.
• Distribute newsletters and internal communications.
• Maintain scheduling systems and event calendars.
• Coordinate conferences and internal meetings.
• Operate office equipment and support administrative systems including spreadsheets, word processing, and database tools.
• Use Microsoft 365 tools to prepare documents, maintain spreadsheets, presentations, and internal records.
• Manage ordering and maintenance of stationery and office equipment supplies.

Priorities

• Coordinate workflow and ensure tasks progress according to deadlines.
• Track delegated assignments and follow up to maintain progress.
• Take initiative during manager absence where necessary.
• Maintain procedure manuals to ensure consistent execution of routine processes.
• Prepare correspondence and reports for manager review or signature.

Communication

• Respond to general enquiries.
• Arrange schedules and manage meeting bookings for directors.
• Prepare materials required for meetings and calls.

Confidentiality

• Maintain discretion and ensure confidential handling of business information.

Knowledge and Expertise

• Delivery management
• Commercial management
• Transformational change management
• Regulatory and risk awareness
• Communication and presentation
• Relationship management

Person Specification

• Ability to exercise sound judgement and work independently when required.
• Strong attention to detail and accuracy.
• Effective interpersonal and communication skills with the ability to collaborate across teams.

Qualifications

• A graduate degree is required.

Preferred candidates have strong analytical and technical skills in Microsoft Office tools, particularly the ability to create dashboards and management information in Excel and develop presentations in PowerPoint.

All responsibilities must be performed in accordance with regulatory requirements, the Enterprise Wide Risk Management Framework, and Barclays internal policies.