Administrative Assistant

Barclays Capital; New York (NY); On-site; USD 42,000 - 64,000; Full time

Job summary

Join Barclays as an Administrative Assistant in New York to support a fast-paced executive office. You will manage detailed calendars, coordinate meetings, prepare documents, and arrange travel to keep leadership and teams aligned.

The role emphasizes proactive planning, accurate record-keeping, and professional communication with internal and external stakeholders to boost productivity and smooth daily operations.

Qualifications

• Experience providing high-level administrative support.
• Calendar management and scheduling experience.
• Ability to handle travel arrangements and prepare documents.

Responsibilities

• Manage senior executive calendars and respond to meeting invites.
• Plan and arrange travel itineraries including flights and lodging.
• Anticipate executive needs, prioritize tasks, and ensure timely completion.
• Handle day-to-day administrative tasks: expenses, filing, office supply orders.
• Facilitate senior executive meetings and keep records organized.

Skills

Calendar management

Meeting coordination

Travel arrangements

Executive support

Correspondence handling

Office administration

Stakeholder liaison

Job description

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.

Join Barclays as an Administrative Assistant, where you will play a pivotal role in supporting the day-to-day operations of a fast-paced and high-performing environment. In this position, you will provide comprehensive administrative support, ensuring schedules, communications, and priorities are guided with precision and efficiency. As a key member of the team, you will be responsible for coordinating highly detailed calendars, organizing meetings, and facilitating seamless communication both internally and externally. You will handle a wide range of administrative tasks, including preparing documents and presentations, guiding correspondence, arranging travel logistics, and maintaining accurate records. By supporting senior leadership and collaborating with cross-functional teams, you will contribute directly to improving overall productivity and operational effectiveness, helping to ensure the smooth running of the office and the broader organization.

To be successful as an Administrative Assistant, you should have experience with:

• Providing high-level administrative support, including calendar management, meeting and event coordination, and appointment scheduling
• Managing communications, including screening and routing telephone calls, responding to internal and external inquiries, liaising with senior-level stakeholders, and preparing corresponden