Personal Assistant

Job Title: Personal Assistant/Team Administrator

Contract length: 6 Months

Location: London, 1 Churchill Place, E14 5HP (Office Based)

Department: Financing Solutions

Job type: Contract

Overall purpose of role

The role is to provide PA/ EA support to Global Head of Securitised Products Financing & European as well as a wider Securitised Products Financing team. The successful candidate for this role will also be working with another assistant and together they will provide a comprehensive secretarial and administrative service to the team.   

Key Accountabilities

• Proficient and extensive PA support including full diary management: scheduling meetings, ensuring the diary is up to date, using judgment to prioritise meetings. Often having to schedule meetings last minute or with many conflicting availabilities in a timely and sensitive manner, always ensuring attention to detail and maintaining the highest standard.  Working in close collaboration with other PAs in and teams to coordinate diaries for meetings

• Answer telephones and take accurate messages in a timely manner, provide information to callers

• Reserve meeting rooms, video conference and arrange hospitality

• Tracking of acceptances and declines for internal and external meetings and taking necessary follow up steps

• Book and manage all travel arrangements, accommodation, visas, global entry, then prepare travel business itineraries

• General Admin duties including maintaining holiday records, printing docs ahead of meeting, scanning, copying, ordering stationery, liaising with IT desk and Floor Manager to resolve issues

• Process invoices (where applicable)

• Process expenses - ensuring all expenses are reconciled in a timely manner ahead of deadline and adhering to Barclays Global Travel and Expense Policy

• Managing and organising the on-boarding of new joiners and leavers for the team

• Organise team events

• Provide support to the Business Managers in the department on ad hoc projects

• Working closely and in unison with other Securitised Products PAs to provide full extensive PA support and coverage to the team, ensuring workload is covered during absences and busy periods

Essential Skills/Basic Qualifications:

• Excellent PA skills supporting Senior Management at MD level

• High level of skill/competency in IT– relevant packages e.g. Outlook, Word, PowerPoint, Excel

• Proven experience of working within a fast paced and demanding environment within professional services organisations, a corporate or financial institution

• Excellent written and communication skills with a high-level of attending to detail and accuracy, with the ability to prioritise and operate under pressure in a fast-moving environment

• Excellent communication and solid organisation skills required

• Ability to juggle different tasks and prioritise accordingly

• Experience of booking global travel

• Team player– able to work seamlessly with other assistants as and when required but also be able to work on their own to achieve deadlines and business goals

Desirable skills/Preferred Qualifications:

• Banking or Markets experience preferable

About Barclays Barclays is a British universal bank. It is diversified by business, by different types of customers and clients, and by geography. Barclays 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 its service company which provides technology, operations and functional services across the Group.

Values  Everything Barclays does is shaped by its five values of Respect, Integrity, Service, Excellence and Stewardship. The Barclays values inform the foundations of its relationships with customers and clients, but they also shape how Barclays measure and reward the performance of colleagues. Simply put, success is not just about what you achieve, but about how you achieve it.

Diversity Barclays aims to foster a culture where individuals of all backgrounds feel confident in bringing their whole selves to work, feel included, and their talents are nurtured, empowering them to contribute fully to Barclays vision and goals.

Hybrid Working Barclays is currently in the early stages of implementing a hybrid working environment, which means that many colleagues spend part of their working hours at home and part in the office, depending on the nature of the role they are in. Barclays is flexible on how this works and it may continue to change and evolve. Depending on your team, typically this means that colleagues spend a minimum of between 20% to 60% of their time in the office, which could be over a week, a month or a quarter. However, some colleagues may choose to spend more time in the office over a typical period than their role type requires. Barclays also has a flexible working process where, subject to business needs, all colleagues globally are able to request work patterns to reflect their personal circumstances

Your Benefits As a contract employee of Randstad Sourceright, you’ll receive a wide range of financial and personal benefits. There’s enrollment in a pension plan (after 12 weeks on assignment) and holiday pay (after eight weeks on assignment). You can discuss any special holiday requests, for weddings, graduations or other significant occasions during this initial period with your team leader. You’ll also get 24/7 access to an Employee Assistance Programme, designed to help you deal with any problems that could be affecting your home or work life. Plus, there’s discounts at heaps of high street shops, restaurants and entertainment - from Asda to Zizzi Italian restaurants.