Executive Assistant

Job Title: Executive Assistant - BIIC

Location: Mumbai

About Barclays

Barclays is a British universal bank. We are diversified by business, by different types of customers and clients, and by geography. Our businesses include consumer banking and payments operations around the world, as well as a top-tier, full service, global corporate and investment bank, all of which are supported by our service company which provides technology, operations and functional services across the Group.

Risk and Control Objective

Take ownership for managing risk and strengthening controls in relation to the work you do.

Working Flexibly

Hybrid Working

Onsite role:
Introduction:
We are looking for an experienced professional to work as an Executive Assistant to MD as well as be responsible for fulfilling Internal Communications requirements including the below but not limited to:
What will you be doing?

o Using a variety of software packages to produce correspondence and documents and maintain presentations, spreadsheets and databases

o Ordering and maintaining stationery and equipment supplies

o Coordinate visits of Office personnel from overseas and other offices

o Ensure organisational charts for teams are up to date

o Document control, maintaining incoming and outgoing documents

o Arrange conferences, meetings, and travel reservations for office personnel

o Coordinate with appropriate teams for Facilities management, office upkeep, resolution of IT issues faced by staff

o Compose, type, and distribute meeting notes, routine correspondence, and reports

o Act as an Organizer and Coordinator for all BIIC activities/events

o Mail newsletters, promotional material, and other information

o Responsible for all the logistics such as travel, ground transport and Visas for the senior staff and dealing with event management teams

o New joiners onboarding

o Greet visitors and callers, handle their inquiries, and direct them to the appropriate persons according to their needs

o Maintain scheduling and event calendars

o Coordinate conferences, events and meetings

o Ensure organizational/team level initiatives and projects are successfully communicated to employees and stakeholders.

o End to end responsibility of planning and executing internal as well as external communications for BIIC team.

o Driving the right message for organizational branding and perception about BIIC team with external audience by managing communications on Linkedin Platform.

o Conducting huddles as a form of informal connects between colleagues for encouraging informal interactions, learning & knowledge sharing sessions.

o Plan, edit and draft content for a variety of internal communication mediums, such as mailers, blogs and other events.

Priorities

o Coordinate work flow

o Update and chase delegated tasks to ensure progress to deadlines

o Take initiative in manager's absence

o Maintain procedures manual to ensure consistent performance of routines

o Compose correspondence/reports for own or manager's signature

o Internal communications include everything and not limited to sending mailers related to team level updates, organizational changes, new processes or change in existing one, infrastructure related updates, message from the BIIC management, hiring at BIIC, crisis management updates, fun events, promotions etc.

o Acting as a central point of contact for all communications for BIIC.

Communication

o Attend to general enquiries

o Arrange schedule for Managing Directors and book all meetings

o Provide materials for all calls

o Route calls as needed

Appointments/Meetings

o Maintain calendar; ascertain which events require Managing Director's presence

o Fix commitments to maximize Managing Director’s time efficiency; Allow decision/desk time when Managing Director chairs meetings

o Prepare agenda in advance

o Arrange meeting facilities

o Prepare action minutes

Confidentiality

o Perform to earn full confidence

o Assure discreet handling of business

o Provide back-up data as needed

What we’re looking for:
o Sound judgement, ability to work independently when required

o Focus on Strong attention to detail and accuracy

o Strong Data organizing skills

o Excellent interpersonal and communication skills and a demonstrated ability to collaborate effectively with a broad range of individuals and groups is a must.

o Pleasantly greeting, hosting (or declining politely as appropriate) the visitors/ colleagues seeking appointments

o Ready to work from office all days

o Normal working hours will be 09.30 am to 6.30 pm. Long hours may be required sometimes.
- Graduate degree
- Expertise in PowerPoint presentations
- Advanced Excel Skills

Skills that will help you in the role:
o Strong data / analytical/ Technical Skills/Competencies

o Plan, edit and draft content for a variety of internal communication mediums, such as mailers, blogs and other events.

Where will you be working?

Mumbai

Be More at Barclays