The candidate will manage a group (‘pod’) of Executive Assistants providing administrative support to Managing Directors / Directors (MD/Ds) within Legal. The successful candidate will need to be a strong team leader, managing administrative resources across Legal in an efficient manner, whilst providing some direct administrative support themselves.

Key Accountabilities

Team Leadership Responsibilities

Line Management of 8-10 BA4 UK based Executive Assistants.Resource Management of the EA group (‘pod’) to ensure both suitable EA coverage to the Managing Directors / Directors aligned to them and an appropriate and balanced workload between team members.Provide oversight and subject matter expertise on the management of on-boarding new joiners and off-boarding leavers (permanent and third party). Staying up-to-date on process changes, training EAs and other stakeholders, and helping to resolve and escalate issues.Working closely with the EAs in their direct line, and the other EA Team Leaders in Legal, to ensure a seamless experience for stakeholders, supported by establishing an appropriate buddy system for each EA to cover absences and busy periods.Supporting the creation, development and embedding of an Administrative Service Model for the function.  

Essential Skills/Basic Qualifications

Patience and a good listener, with the ability to provide constructive feedback to help coach and develop team members.Proven experience of working within a fast paced and demanding environment within professional service organisations, a corporate or financial institution.Excellent written and communication skills with a high-level of attention to detail and accuracy, and the ability to prioritise and operate under pressure in a fast-moving environment.High level of skill/competency in IT– relevant packages e.g. Outlook, Word, PowerPoint and Excel.

Desirable skills/Preferred Qualifications

Previous EA experience in a Legal environment (law firm or in-house).Previous team management experience.Familiar using Workday, Coupa and Concur systems.

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.

Assistant Vice President Expectations

To advise and influence decision making, contribute to policy development and take responsibility for operational effectiveness. Collaborate closely with other functions/ business divisions.Lead a team performing complex tasks, using well developed professional knowledge and skills to deliver on work that impacts the whole business function. Set objectives and coach employees in pursuit of those objectives, appraisal of performance relative to objectives and determination of reward outcomesIf 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 will lead collaborative assignments and guide team members through structured assignments, identify the need for the inclusion of other areas of specialisation to complete assignments. They will identify new directions for assignments and/ or projects, identifying a combination of cross functional methodologies or practices to meet required outcomes.Consult on complex issues; providing advice to People Leaders to support the resolution of escalated issues.Identify ways to mitigate risk and developing new policies/procedures in support of the control and governance agenda.Take ownership for managing risk and strengthening controls in relation to the work done.Perform work that is closely related to that of other areas, which requires understanding of how areas coordinate and contribute to the achievement of the objectives of the organisation sub-function.Collaborate with other areas of work, for business aligned support areas to keep up to speed with business activity and the business strategy.Engage in complex analysis of data from multiple sources of information, internal and external sources such as procedures and practises (in other areas, teams, companies, etc).to solve problems creatively and effectively.Communicate complex information. 'Complex' information could include sensitive information or information that is difficult to communicate because of its content or its audience.Influence or convince stakeholders to achieve outcomes.

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.