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Executive Assistant

Dublin, Ireland; , France

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Date live: 11/20/2024

Business Area: Compliance

Area of Expertise: Business Support & Administration

Contract: Permanent

Reference Code: JR-0000025283

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Barclays Business Support & Administration

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.

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Overall purpose of role

The candidate will be responsible for providing professional and efficient EA and PA support to the Barclays Chief Compliance Officer (CCO), Barclays Europe.  The candidate will be expected to work closely with a number of senior executives and their support offices, together with members of the Barclays Europe Board.

We expect the successful candidate to take an active interest in understanding the environment they work in, building an understanding of the business and function’s processes and objectives so the CCO can rely on their judgment to understand relative priorities and how the various appointments, meetings and outputs contribute towards that.

Key Accountabilities

The candidate will manage and control all administrative tasks/queries and approvals on behalf of the CCO,  working to support their  future commitments/priorities and matters requiring their attention, including:

  • Proficient and extensive EA and PA support for the CCO - including full diary management, scheduling meetings across Europe, ensuring the diary is up to date and flagging key deadlines, using judgment to prioritise meetings and manage clashes, responding to requests from both internal and external stakeholders swiftly.

  • Acting as gatekeeper for the CCO - effectively screen and manage calls/requests for the CCO as required, acting swiftly on information received, using initiative and delegating tasks to the leadership team where applicable.

  • Travel arrangements – booking global travel, accommodation and logistics (arranging visas, entry requirements and preparing travel business itineraries).  Reconciling expenses in a timely manner and adhering to Barclays travel policy.

  • Events management – organisation of leadership team offsite and year-end team offsite, responsible for booking venues, managing agenda, speakers and all related logistics.

Stakeholder Management and Leadership

Key stakeholders and relationships the role will interact with:

  • Barclays Europe Board members and support office
  • Barclays Europe ExCo and CEO office
  • Barclays Europe ALCO

Decision-making and Problem Solving

  • Resolving logistical issues arising in the role (e.g. room bookings, diary clashes, IT challenges etc.)
  • Co-ordinate and manage requests and IT support issues
  • Must be able to use initiative and prioritise own work and meet deadlines
  • Positive and solutions orientated approach

Risk and Control Objective

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

Person Specification

  • High degree of professionalism and communication skills – ability to deal with a range of people including senior stakeholders and situations
  • A flexible approach and the ability to adapt to different leadership styles of senior management
  • Strong attention to detail and highly organised
  • The ability to respond to changing priorities and urgent requests and multi task in a busy challenging environment with minimum supervision
  • Proactive and strong foresight, flagging key deliverables/deadlines
  • Decisive and confident, ability to work accurately and effectively under pressure and feel comfortable instructing and directing members of the team when necessary
  • Strong Interpersonal skills and team player
  • Discrete and trustworthy, experience of dealing with confidential and sensitive matters
  • Prioritise workload to use initiative and prioritise own work and meet deadlines
  • Flexible, adaptable and comfortable with change
  • Needs to be able to enjoy a busy and demanding workload with a high degree of interaction and interruption
  • Work completed accurately and to high standards

Essential Skills/Basic Qualifications:

  • Experienced PA/EA supporting MDs
  • High level of skill/competency in IT – Microsoft Office (Outlook, Word, PowerPoint, Excel)
  • Proven experience of working within a fast paced and demanding environment

Desirable skills/Preferred Qualifications:

  • Strong spoken and written English
  • Good level of numeracy needed for budget figures/expenses

Purpose of the role

To manage the executive's schedule, handling correspondence, preparing presentations and reports, and providing other administrative support as needed. 

Accountabilities

  • 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.

Analyst Expectations

  • To perform prescribed activities in a timely manner and to a high standard consistently driving continuous improvement.
  • Requires 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
  • They lead and supervise a team, guiding and supporting professional development, allocating work requirements and coordinating team resources.
  • If the position has leadership responsibilities, People Leaders are expected to demonstrate a clear set of leadership behaviours to create an environment for colleagues to thrive and deliver to a consistently excellent standard. The four LEAD behaviours are: L – Listen and be authentic, E – Energise and inspire, A – Align across the enterprise, D – Develop others.
  • OR for an individual contributor, they develop technical expertise in work area, acting as an advisor where appropriate.
  • 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.
  • Take responsibility for embedding new policies/ procedures adopted due to risk mitigation.
  • 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.
  • 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.

All colleagues will be expected to demonstrate the Barclays Values of Respect, Integrity, Service, Excellence and Stewardship – our moral compass, helping us do what we believe is right. They will also be expected to demonstrate the Barclays Mindset – to Empower, Challenge and Drive – the operating manual for how we behave.

Barclays welcomes applications from all candidates and is committed to ensuring reasonable adjustments (accommodations) are put in place to allow for a fair and inclusive recruitment process. For more information and how to request one, please review Adjustments to the recruitment process.

We’re a global, vital and highly respected financial organisation with an inspiring Purpose. Operating in 39 countries and employing around 100,000 people across the world, we help communities, individuals and businesses thrive. And we’ve created financial solutions and technology that the world now takes for granted. A career with us can offer incredible variety, depth and breadth of experience, and the chance to learn from some of the best minds in technology and finance.

To find out more about Barclays' strategy please click here.

Barclays offers a diverse, inclusive and engaged culture. A place where people can bring their whole selves to work and be respected for who they are, valued for what they do and celebrated for their contribution to our business and our community.

We are an equal opportunity employer and opposed to discrimination on any grounds. It is the policy of Barclays to ensure equal employment opportunity without discrimination or harassment on the basis of race, colour, creed, religion, national origin, alienage or citizenship status, age, sex, sexual orientation, gender identity or expression, marital or domestic/civil partnership status, disability, veteran status, genetic information, or any other basis protected by law.

Barclays is required by law to confirm that you have the Legal Right to Work in any role that you apply for. If you currently hold a work visa sponsored by Barclays, or you would require sponsorship from Barclays, you must declare this as part of your application. Sponsored visas are role and entity specific and any changes must be reviewed. It is important that you ensure you are working on the correct visa at all times. Failure to accurately disclose your visa status or Legal Right to Work may result in your application or any employment offer being withdrawn at any time.

Learn more about Barclays locations

Across our campuses, we offer modern workspaces, collaborative areas, and state-of-the-art meeting rooms. Facilities include wellness rooms, on-site cafeterias, fitness centers, and tech-equipped workstations. Designed for innovation and comfort, they support a dynamic and productive work environment.

Gain access to wellness rooms, gyms and mental health support.

Our welcoming and inclusive culture supports you to bring your whole self to work, explore your potential and pursue your passions.

Modern spaces designed for teamwork and brainstorming.

There’s so much more than work to involve and engage you on campus. From socialising to sports, from community events to volunteering.

Learn more about Barclays locations

Across our campuses, we offer modern workspaces, collaborative areas, and state-of-the-art meeting rooms. Facilities include wellness rooms, on-site cafeterias, fitness centers, and tech-equipped workstations. Designed for innovation and comfort, they support a dynamic and productive work environment.

Health and wellness

Gain access to wellness rooms, gyms and mental health support.

A place where you can belong

Our welcoming and inclusive culture supports you to bring your whole self to work, explore your potential and pursue your passions.

Collaborative Areas

Modern spaces designed for teamwork and brainstorming.

More than work

There’s so much more than work to involve and engage you on campus. From socialising to sports, from community events to volunteering.

Be you. Be valued. Belong.

We celebrate the unique perspectives and experiences each individual brings, believing our differences make us stronger and drive success. Our colleague networks offer connection, support, and growth, while our "This is Me" series shares the unique stories of our colleagues. Committed to diversity, equity, and inclusion, Barclays values you for who you are and ensures you truly belong.

You can learn more about our commitment to our colleague on our DE&I page.  

Learn more

Application Process

Your application

We’ll ask for information about you, your CV and cover letter.

1

Your assessment

Covering your behaviours and ability at work.

2

Your interview

Exploring your past experiences and skills.

3

Next step

We’ll request additional information so that you can complete our screening process

4
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Barclays

Working flexibly

We’re committed to providing an inclusive culture and environment, that recognises and supports ways to balance your personal needs, alongside the professional needs of our business. Providing the opportunity for all our employees globally to work flexibly empowers each of us to work in a way that suits our lives, as well as enabling us to better service our customers’ and clients’ needs.

Our approach to working flexibly is designed to support you to balance your life and to accommodate diverse needs, whilst still allowing us to meet our business needs. If you’d like to request a flexible working arrangement, please discuss this with your hiring manager.

Hybrid working: Our approach to hybrid working ensures there’s the right balance of working alongside colleagues at our onsite locations, as required for each role. For business areas that offer a hybrid working experience, this will be in a structured way, where colleagues work at an onsite location on fixed, ‘anchor’, days of the week. Some roles may require full onsite working. Please discuss the working pattern requirements for the role you are applying for with the hiring manager.

We continue to embed and review our hybrid working environment and remain in a phase of testing and learning. This means that working arrangements could change, with reasonable notice, to align with the needs of our business.

Barclays is built on an international scale.

Our geographic reach, our wide variety of functions, businesses, roles and locations reflect the rich diversity of our worldwide customer base. All of which means we offer incredible variety, depth and breadth of experience.
And the chance to learn from a globally diverse mix of colleagues, including some of the very best minds in banking, finance, technology and business. Throughout, we’ll encourage you to embrace mobility, exploring every part of our operations as you build your career.

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