Ea to Director of Grants and Grants Team Assistant

Job Title: EA to Director of Grants and Grants Team Assistant

Managed by: Executive Assistant to the Executive Board / Director of Grants

Entity: Rothschild Foundation Location: Waddesdon

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.

a wider UK programme where we pro-actively identify organisations to work with in our areas
of interest. Currently these include Arts and Culture and Regenerative Food and Farming,
connecting with activity at Waddesdon Manor and Estate, the home of the Foundation. We
value the balance in our funding approach of flexibly responding to local need alongside a deep
dive into the specific interests of Trustees. This combination makes the Foundation an
interesting and progressive place to work.

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 Executive Board, and other members of the
Business Support team, acting as an ambassador for the Grants Team within the Foundation
and at Waddesdon.

In our organisation we are looking to increase the diversity of our workforce and welcome

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- Complex diary management and administrative support for Director of Grants and,

on occasion, the wider Grants Team. This will include arranging meetings both
internally and externally, with significant liaison with external stakeholders required,
and compiling detailed travel itineraries as necessary.

where appropriate.
- Credit card and expense processing on a monthly basis.

Office Management

This will include monitoring the Foundation ‘Info’ inbox and responding to messages or
escalating to the relevant colleague in a timely manner.
- 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 Executive Board, 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 Executive Board, and other 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.
- Excelle