£ 25000 Per year
Executive Assistant
Permanent,Full-time
Job Description
- First point of contact for general enquiries to the Foundation via telephone, post and email.
- Monitoring the ‘Grants’ and ‘Info’ inboxes and responding to messages or escalating to the relevant colleague in a timely manner.
- Managing incoming and outgoing post.
- First point of contact for visitors to the Offices - meeting and greeting, providing refreshments at meetings.
- Providing proactive office management, including stationery orders, and liaising with the IT department for the team’s IT support needs.
- Fire warden duties (training will be provided).
- Scheduling and minuting regular Grants Team meetings.
- Supporting the preparation, collation, formatting and distributing of the biannual Grants Committee papers.
- Providing diary management for Head of Grants and Senior Grants Manager, including arranging meetings and occasional travel itineraries.
- Processing expenses and statements, and coding invoices.
- Assisting the Grants Operations and Data Manager with updates to Rothschild Foundation website, social media presence and Grants team newsletter.
- Supporting the migration of Grants documents onto SharePoint and the grants database.
- Support the Executive Support Manager with any administration requirements, including filing – both hard copy and electronic.
- Assisting with the preparation of Trustee and committee papers as required in order to meet deadlines.
- Providing diary support and answering emails as required by the Executive Support Manager.
- Processing expenses and statements, and coding invoices.
- Providing cover for the Executive Support Manager when they are on leave, including diary management and minute taking.
- Such other reasonable responsibilities that may arise to support the RF’s work and wider projects.
Required Knowledge, Skills, and Abilities
- Relevant office experience in administration, including experience of supporting a team
- Experience of supporting meetings e.g. preparing papers and taking minutes
- Excellent computer skills including Word, Excel and Outlook as well as demonstrable experience using databases, including accurate data entry
- Strong organizational skills and experience of delivering successful projects within tight deadlines
- Strong communication skills, both written and verbal, with the ability to communicate with a range of audiences, including senior staff
- An ability to work independently and take their own initiative
- A collaborative approach and an enjoyment of team work
- A full, clean driver’s license and have access to a car
- An interest in the Foundation’s areas of work
Reference no: 96032