Ea to Director of Grants and Grants Team Assistant

2 weeks ago

Aylesbury, United Kingdom Waddesdon Manor Full time

We are looking for an individual to join the Rothschild Foundation to provide administrative support for our Grants Team and Executive office.

The Rothschild Foundation continues the philanthropic tradition of the Rothschild family and their longstanding support of arts and heritage and the environment.

Central to the Foundation’s vision is an ongoing commitment to Waddesdon Manor, one of the last remaining 19th century Rothschild houses. Waddesdon and its unique setting inspires our areas of interest which we explore and develop through grant-making, major projects, discussion and debate.

The Foundation also manages a variety of other projects, including an art collection, the care of the state rooms at Spencer House in London, and the Golden Mede housing development in Waddesdon village.

**Purpose and Scope**:
The role will focus on providing support to the Director of Grants, and will also involve supporting the wider Grants Team, with all aspects of the day-to-day running and administration of grant-making programmes. As members of the Grants Team often travel and work remotely, the role will provide vital office-based support to enable the team to work most efficiently. Being the key first point of communication in the office, we are looking for a self-starter, with the drive to work independently to support the Grants Team.

The role will also work closely with the EA to the Chief Executive, and other members of the Business Support team, acting as an ambassador for the Grants Team within the Foundation and at Waddesdon.

Whilst the role will be primarily office based, we are open to discussing some flexibility for hybrid working.

**Key responsibilities:

- **

**EA Duties for Director of Grants**
- Diary management and administrative support for Director of Grants and, on occasion, the wider Grants Team, including arranging meetings both internally and externally and providing travel itineraries.
- Credit card and expense processing on a monthly basis.

**Office Management**
- First point of contact for visitors - 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).

**Grants Team Administration**
- Co-ordinating weekly Grants Team meetings, using the Trello system to construct meetings agendas and to proactively follow-up on assigned actions.
- Supporting the co-ordination and production of the biannual Grants Committee papers.
- Assisting the Grants Operations and Data Manager with updates to Rothschild Foundation website, social media presence and Grants team newsletter.
- Support the Grants Team in delivering the Charity of the Year initiative with Waddesdon
- Colleagues, including leading on event management.
- Providing event management and project support, as required, e.g. for the annual Grants Networking Session, strategic environmental and cultural events which involve local, national, and international guests.

**Business Support**
- Work flexibly, and collaboratively, with the EA to the Chief Executive, and with other Business Support staff across the RF as needed.
- Liaison and support for Foundation Trustees, including with logístical arrangements and production of papers for Trustee Board meetings, and co-ordination of Trustee attendance at grantee events.
- Attend the weekly Business Support meetings and updating on Grants team activity.
- Providing cover for the EA to the Chief Executive, and other Foundation EAs as necessary.

**Other Duties**
- Such other reasonable responsibilities that may arise in the furtherance of the RF’s work and wider projects.

**Skills and Experience**:
**Essential**:

- Relevant office experience in administration, including experience of supporting a team and diary management.
- 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.
- Confident and articulate, on the telephone and in person, with the ability to communicate effectively with a range of audiences - both verbally and in writing.
- Strong numeracy and literacy skills, including the ability to write clearly and concisely
- Strong organisational skills and experience of delivering successful projects within tight deadlines.
- A motivated self-starter with a proven track record of taking own initiative.
- Ability to work independently.
- A collaborative approach and a strong team player.
- Highly organised with excellent attention to detail.
- Ability to work under pressure and successfully deliver projects within tight deadlines.
- Warm and friendly, with an enthusiastic approach.
- Must possess a full, clean driver’s licence and have access to a car.
- Experience working with a range of internal and external stakeholders, inc

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