Rothschild & Co
Executive Assistant
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About Us
Rothschild & Co is a leading global financial services group with seven generations of family control and a history of over 200 years at the centre of the world's financial markets.
Our expertise, intellectual capital and global network enable us to provide a distinct perspective that makes a meaningful difference to our clients, communities and planet.
We have 4,600 talented specialists on the ground in over 40 countries around the world, enabling us to deliver a unique global perspective across four market-leading business divisions – Global Advisory, Wealth Management, Asset Management and Five Arrows.
As a family-controlled business built on relationships, we place a huge emphasis on our people and finding the right colleagues to take our business forward.
Rothschild & Co is committed to an inclusive and supportive environment where different perspectives are valued. We are focused on the attraction and recruitment, development and retention and progression of high calibre talent to ensure we and our clients benefit from the value of difference.
Responsibilities
Diary Management
- Taking responsibility for the smooth running and successful delivery of meetings and other events including attendees, papers, logistics (e.g. travel, video conferencing, other technical requirements)
- Acting as a “gatekeeper” – ensuring that their diary is an accurate reflection of commitments that they intend and are able to meet
- Anticipating and proactively resolving issues in advance e.g. conflicting meetings
- Thinking ahead, informing others of changes to schedule e.g. meetings running late
- Organising client dinners/entertainment and in-house lunches
- Composing routine correspondence where appropriate
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Travel
- Responsible for organising all necessary hotel and travel arrangements (international and domestic) as required, including foreign currencies, hotels etc.
- Having regard for other meetings, time zones, transfer times etc.
- Responsible for accurately preparing travel itineraries which include contact details, key addresses etc. and any relevant documents
Communication
- Answering the telephone in a professional manner, taking accurate telephone messages, and dealing with them in an appropriate and timely manner
- Managing voice-mail messages, providing a summary of calls and, if appropriate, liaising with colleagues in their absence
- Managing e-mail communication – flagging urgent requests and following up as necessary
- Ensuring that both internal and external mail is dealt with promptly, with prioritisation of incoming papers and requests as appropriate and prompt distribution
- Screening telephone calls. Ensuring that all calls and oral communications are appropriately recorded and dealt with without delay
- Through regular contact, building good working relationships with secretaries and clients, industry and senior management in other organisations, and Rothschild offices
Administration
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- Reconciling expenses and claims promptly and accurately
- Collating information for client invoices as requested
- Maintaining an up-to-date filing system, ensuring easy retrieval of information and archiving of files as and when needed
Other
- Providing assistance with personal admin in relation to Partner and their family. Including but not limited to, private events, household management, personal trips
- Any other duties that are within the employee's skills and abilities whenever reasonably instructed
- Undertaking specific projects as requested
Experience, Skills And Competencies Required
- Previous experience working at Partner level within the Financial services industry (ideally Investment Banking)
- Advanced knowledge of Outlook
- Advanced knowledge of Microsoft Word, PowerPoint and Excel, MS Teams, use of Workday desirable but not essential
- Excellent interpersonal skills – to communicate clearly and effectively at all levels within the Bank globally and externally
- Ability to maintain high level of confidentiality in respect of information/documents/projects being produced/undertaken
- Ability to manage several projects simultaneously, whilst achieving consistently high standards of accuracy, detail and deadlines
- Proactive attitude with the ability to act with good judgement and common sense on a day-to-day basis regarding assigned and ad hoc duties
- Self-motivated, highly productive, reliable with a flexible attitude
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