Executive Assistant Job at Barclays (Toronto)

Job Description

Barclays in Toronto, Canada is seeking a highly motivated and experienced Executive Assistant to provide dedicated support to the Head of Canada Investment Banking and his broader team. This is a high visibility role requiring exceptional organizational skills, strong judgment, and the ability to manage a fast paced and dynamic workload. As a key partner to senior leadership, you will ensure smooth daily operations by overseeing complex calendars, coordinating extensive travel, preparing detailed expense reports, and providing both executive and personal support.

Job Responsibility

Manage the executive's schedule, handling correspondence, preparing presentations and reports, and providing other administrative support as needed
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
To perform prescribed activities in a timely manner and to a high standard consistently driving continuous improvement
Lead and supervise a team, guiding and supporting professional development, allocating work requirements and coordinating team resources
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
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

Requirements

Managing calendars, scheduling meetings, and prioritizing the executive’s time
Coordinating travel and ensuring adherence to T&E policies and Compliance approvals
Drafting and editing emails, memos, reports, and presentations
Multi-tasking while simultaneously and maintaining organized files
Work onsite from 8:30 a.m.–5:30 p.m., with flexibility for after-hours needs
Discretion with confidential information
Proactive problem solver with strong organizational skills
High energy, positive attitude, and ability to work under pressure
Flexible, adaptable, and team oriented
Experience with risk and controls, change and transformation, business acumen, strategic thinking, digital and technology
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
Leadership responsibilities (People Leaders are expected to demonstrate a clear set of leadership behaviours)
For an individual contributor, they develop technical expertise in work area, acting as an advisor where appropriate
Take responsibility for embedding new policies/ procedures adopted due to risk mitigation
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
Demonstrate the Barclays Values of Respect, Integrity, Service, Excellence and Stewardship
Demonstrate the Barclays Mindset – to Empower, Challenge and Drive

What we offer

Incentive award eligibility
Modern workspaces, collaborative areas, and state-of-the-art meeting rooms
Facilities include wellness rooms, on-site cafeterias, fitness centers, and tech-equipped workstations
Hybrid working (structured approach with fixed, ‘anchor’, onsite days)
Supportive and inclusive culture and environment
Commitment to flexible working arrangements

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