Administrative Assistant

Barclays; New York (NY); On-site; USD 80,000 - 115,000; Full time

Job summary

Barclays in New York, NY seeks an Administrative Assistant to support senior leaders, manage detailed calendars, organize meetings, and facilitate internal and external communications. You will prepare documents, guide correspondence, and arrange travel to ensure smooth operations across the organization.

The role requires high-level administrative skills, proficiency with Microsoft Word, Excel, PowerPoint, and Outlook, and a professional, proactive demeanor in a fast-paced environment.

Qualifications

• Proven experience providing high-level admin support.
• Experience managing calendars, meetings and events.
• Screening and routing inquiries; drafting letters and memos.
• Maintaining organized filing and records; assisting with travel logistics.

Responsibilities

• Manage executive calendars and coordinate invitations.
• Plan and arrange travel itineraries with flights and accommodations.
• Prepare documents and presentations for meetings and reports.
• Support senior leadership and cross-functional teams for productivity.
• Maintain filing systems and organize day-to-day office operations.

Skills

Calendar management

Meeting coordination

Executive support

Communications management

Travel logistics

Tools

Microsoft Word for Windows

Excel

PowerPoint

Outlook

Job description

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 correspondence, letters, and memos
• Maintaining and organizing files, providing backup support to other administrative assistants, and ensuring smooth day-to-day office operations
• Demonstrating ample computer skills, including proficiency in Microsoft Word for Windows, Excel, PowerPoint, and Outlook

Some Other Highly Valued Skills May Include

• Demonstrated experience preparing and capturing detailed meeting minutes with accuracy and clarity
• Advanced proficiency in creating high-quality PowerPoint presentations, including executive-level materials
• Ample financial acumen, with experience supporting budget tracking, expense management, and basic financial reporting
• Excellent verbal and written communication skills, with a polished and professional demeanor

You may be assessed on the key critical skills relevant for success in this role, such as risk and controls, change and transformation, business acumen, strategic thinking, digital and technology, as well as job-specific technical skills.

This role is located in New York, NY.

Minimum Salary: $80,000

Maximum Salary: $115,000

The minimum and maximum salary/rate information above include only base salary or base hourly rate. It does not include any other type of compensation or benefits that may be available.

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.