BIIC Executive Assistant and Team Admin Job at Barclays (Mumbai)

Job Description

Join the Business Support & Administration team to ensure Barclays operates smoothly and efficiently. Your contributions will include a variety of essential office services such as clerical work, secretarial duties, word processing, telecommunications, and mail services, ensuring the organisation runs seamlessly. Join us as a "BIIC Executive Assistant and Team Admin" who is responsible to provide world class administrative support at an executive level. The individual requires 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 is a must. Strong data/analytical skills, good command and experience on Excel and PowerPoint presentation (Should be able to demonstrate these skills during selection process) to be able to execute data and reporting requests and ability to present data results in a visual, user-friendly format for the intended audience.

Job Responsibility

Provide world class administrative support at an executive level
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.

Requirements

Coordinate visits of senior business stakeholders
Ensure organisational charts for teams are up to date
Responsible for all the logistics such as travel, ground transport and Visas for the senior staff
Act as a Coordinator for all activities/events as may be required from time to time, and dealing with event management teams
Work as poc with CRES, Location strategy, GTIS, 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 according to their needs.
Locate and attach appropriate files to incoming correspondence requiring replies.
Email management , 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 spreadsheet, word processing, database management, and other applications.
Usage of M365 and necessary softwares to produce correspondence and documents, and maintain presentations, spreadsheets and databases.
Ordering and maintaining stationery and equipment supplies.
Sound judgement, ability to work independently when required
Focus on Strong attention to detail and accuracy
Excellent interpersonal and communication skills and a demonstrated ability to collaborate effectively with a broad range of individuals and groups is a must.

What we offer

Wellness rooms, gyms and mental health support
Modern workspaces, collaborative areas, and state-of-the-art meeting rooms
On-site cafeterias, fitness centers, and tech-equipped workstations
Hybrid working
Structured approach to hybrid working with fixed 'anchor' days

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BIIC Executive Assistant and Team Admin

Job Description

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