Office Manager

Time left to apply: End Date: November 15, 2024 (8 days left to apply)

Job Requisition ID: JR012295

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 4,200 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 diversity and 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.

Within Wealth Management we offer an objective long-term perspective on investing, structuring and safeguarding assets, to preserve and grow our clients’ wealth.

We provide a comprehensive range of Wealth Management services to some of the world’s wealthiest and most successful families, entrepreneurs, foundations and charities. In an environment where short-term thinking often dominates, our long-term perspective sets us apart. We believe preservation-first is the right approach to managing wealth.

Overview of Role

Great Wealth Managers must provide a first-class personal service, where team members truly know each client and understand their requirements, whilst also delivering on each client’s investment requirements. To achieve this, we adopt a collaborative approach, splitting relationship and portfolio responsibilities between Client Adviser and Portfolio Manager teams.

We are looking to recruit a high-caliber individual to join us to provide comprehensive professional secretarial and administrative support in our Wealth Management Division. For the right individual, this will be a very challenging and rewarding role, an opportunity to fully utilize and develop their skills and also to learn about our business.

Responsibilities

• Corporate Secretary: Providing assistance with entity board meetings. Calling, ensuring timely preparation of all documents due, distribution of materials, minutes, liaising with external corporate secretary consultants.
• Providing assistance with regulatory reporting activities in relation to the company’s boards.
• Diary Management: Acting as the ‘gatekeeper’, understanding the people/organisation and protecting time in their diary; finding that “extra hour a day”.
• Preparing supporting documents ahead of each meeting and ensuring the schedule is adhered to, e.g. producing and/or collating papers, ensuring adequate prep time, sorting logistics.
• Ensuring follow-ups to meetings are agreed and actioned.
• Anticipating and resolving issues in advance, e.g. conflicting meetings.
• Thinking ahead, informing others of changes to schedule, e.g. meetings running late.
• 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).
• Travel: Responsible for organizing 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.
• PC Skills: Accurately typing/amending a range of documents that comply with corporate guidelines to a consistently high standard.
• Composing routine correspondence where appropriate.
• Undertaking research as instructed and required.
• 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 prioritization 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 PAs and clients, industry and senior management in other organizations, and Rothschild & Co offices.
• Admin: Reconciling expenses and claims promptly and accurately.
• Maintaining an up-to-date filing system, ensuring easy retrieval of information and archiving of files as and when needed.
• Dealing with HR activities like informing Payroll of absence (holiday, sickness, paternity and parental leave), taking care of hiring and onboarding process.
• Office Management: Managing relations with suppliers such as cleaning, food and drink, telephones, printers, insurance, travel.
• Liaising with IT specialists for systems access, problem solving on hardware.

Education and Qualifications

• Bachelor’s Degree.

Experience, Skills and Competencies Required

• Prior experience working as a Personal or Executive Assistant.
• Advanced knowledge of Outlook, Word, PowerPoint and Excel.
• Excellent interpersonal skills – to communicate clearly and effectively at all levels within Rothschild & Co globally and externally.
• Ability to maintain a 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 judgment and common sense on a day-to-day basis regarding assigned and ad hoc duties.
• Self-motivated, confident, resilient, a team player with a good sense of humour.
• Enthusiastic attitude, solutions-focused, reliable with a flexible attitude towards working hours.
• Ability to work with limited direction and build up a thorough knowledge of an organization.

Our goal is to have a balanced, inclusive and flexible environment which enables all colleagues to achieve their personal and professional aspirations, and to ensure that Rothschild & Co provides longer term opportunities for talent.

One reason for the long-term success of our business is the importance we place on being principled.

It is this belief that drives both the way we work with our clients and the way we hire, manage and develop our people – and we look for the same qualities from them in return.

Our teams reflect the diverse needs of our clients, businesses and the markets we operate in around the world. We value, and seek to maintain, an eclectic mix of skills and backgrounds – encouraging everyone to come together to share their perspectives for the good of each other, the business and our clients.