Executive Assistant to Chief Operating Officer

THE ROTHSCHILD FOUNDATION; England; On-site; GBP 30,000 - 45,000; Full time

Job summary

A charitable organization in the UK is seeking an Executive Assistant to support the COO in managing their complex diary and providing administrative support. The ideal candidate will have a minimum of three years' experience in a similar role and possess exceptional organizational and communication skills. This position offers a dynamic work environment with a focus on discretion and proactivity.

Benefits

25 days annual leave plus public holidays

Generous pension contributions

Discounts at Waddesdon Manor

Mental health and wellbeing support

Flexible working arrangements

Qualifications

• Minimum of three years’ experience as an Executive Assistant or similar role.
• Strong minute-taking skills with a high degree of accuracy.
• Good interpersonal skills and ability to build working relationships.

Responsibilities

• Manage the COO's complex diary and schedule meetings.
• Prepare and service internal committees and meetings.
• Provide extensive administrative support to the COO.

Skills

Organisational skills

Communication skills

Proactivity

Confidentiality

Problem solving

Education

Experience as an Executive Assistant

Tools

Microsoft Office

Job description

Executive Assistant to Chief Operating Officer

The Rothschild Foundation, rooted in over 70 years of family leadership, is dedicated to making long term impactful contributions to the arts, local communities and the environment, with Waddesdon Manor as the emblem of our mission. The Foundation delivers funding programmes both locally, in its home country of Buckinghamshire, and nationally, across the UK. Waddesdon Manor is a historic house open to the public. Created by Baron Ferdinand de Rothschild from 1874, it is home to the Rothschild Collection and was bequeathed to the National Trust in 1957 and is managed in partnership with the Rothschild Foundation. It currently welcomes almost 350,000 visitors a year to the property, just over a third of whom visit the House.

Overview

The role will focus on providing support to the Chief Operating Officer (COO) of the Rothschild Foundation - who has key responsibility for all commercial activity in addition to property, health & safety, security, transport and sustainability. Both the role of the COO and EA to the COO are new roles within the organisation, and as such, the postholder will have the scope to develop this role and its responsibilities, in agreement with the COO and EA to the Chief Executive.

This will involve substantial executive and administrative support to the COO. It will also involve close liaison and collaboration with COO’s departments, as well as staff across the organisation, with the postholder acting as an ambassador for the COO internally, as well as externally. They will need to work closely with senior management and the wider Executive Support team, being a key integrated member of the latter.

The postholder will be a self-starter with the drive to work independently as part of a complex organisation, as well as act as a key point of communication.

Responsibilities

Responsibilities for the COO

• Complex and proactive diary management for the COO. This will include arranging meetings both internally and externally, prioritising and co-ordinating the COO’s calendar proactively to ensure optimal use of their time. This will involve significant liaison with both internal and external stakeholders, as well as making travel arrangements where necessary.
• Provide extensive administrative support to the COO, including proactive email inbox management as appropriate.
• Credit card and expense processing on a monthly basis for the COO.
• Respond to incoming calls, emails and post and taking action as appropriate, and drafting some communications as required.
• Represent the COO at internal meetings as required, including weekly and daily operational and management meetings, both cascading information and reporting back.
• Supporting the COO in the management of their direct reports, including tracking annual leave, and arranging for the processing of their expenses.
• Supporting and making the arrangements for the induction processes and administration for new members of staff within the COO’s departments.
• Provide ad hoc support to COO’s direct reports and departmental colleagues as necessary.

Governance

• In co-ordination with EA to the Chief Executive, support the preparation of the bi-annual Trustee and Committee papers, including ensuring the COO has sufficient time to prepare their contributions in advance of deadlines.
• Servicing a range of internal committees and meetings chaired by the COO – including preparing agendas, collating and circulating papers, taking accurate minutes and actions, and undertaking proactive follow-up on actions.
• Provide administrative and business coordination support for cross-organisational areas within the COO’s remit, such as insurance and risk management e.g. regular updating of risk register.

Executive and Administrative Support

• Providing event management and project support, including making logistical arrangements and providing practical support, as required.
• Work flexibly, and collaboratively, with the EA to the Chief Executive and with other Executive Support staff across the RF as needed.
• Attend Executive Support meetings and updating on relevant activity.
• Providing cover for the EA to the Chief Executive and other EAs as necessary.
• Providing proactive office management, including stationery orders, and liaising with the IT department for the COO’s and other colleagues IT support needs as required.
• Management of relevant areas of the internal Sharepoint site. Fire warden duties (training will be provided).

Other Duties

• Build excellent working relationships with the Senior Leadership Team, Heads of Department, and staff across the organisation.
• Development of the role flexibly to reflect business needs.
• Such other reasonable responsibilities that may arise in the furtherance of the RF’s work and wider projects.

You will be a great fit if:

You are an organised and proactive Executive Assistant who can juggle complex priorities and act with discretion. You will be confident working independently while building strong relationships across the organisation, and you will bring excellent communication skills. A solutions-focused approach and genuine enthusiasm for the work of the Rothschild Foundation and Waddesdon Manor.

Your areas of knowledge and expertise that matter for this role:

Essential

• An demonstrable interest in the work of the Rothschild Foundation and Waddesdon Manor.
• Proven experience as an Executive Assistant, Personal Assistant or similar role, with a minimum of three years’ experience.
• Exceptional organisational skills with the ability to multitask and prioritise.
• Evidence of project management and co-ordination skills.
• Strong minute-taking skills with a high degree of accuracy.
• Ability to prioritise, problem solve and be proactive and intuitive in approach.
• Proficient in Microsoft Office (Outlook, Word, Excel, PowerPoint), and experience of learning new software.
• Excellent verbal and written communication skills, with the ability to a communicate with a range of audiences.
• Good interpersonal skills and ability build good working relationships with colleagues and stakeholders.
• Discreet and professional when handling confidential information, with strong emotional intelligence.
• Ability to work independently and as part of a busy, collaborative team.

Desirable

• Experience of, or interest in the charitable and/or heritage sectors.
• Background in a financial or commercial environment, with exposure to reviewing and interpreting financial information and data.
• C-Suite/leadership/board-level experience.

Additional requirements:

The safety and wellbeing of children, young people and vulnerable adults are of the utmost importance for any role at the Rothschild Foundation, Waddesdon Manor. Consequentlythis position may require an enhanced Disclosure and Barring Service (DBS) check to uphold the safety and security of all our guests, staff, and volunteers.

Rewards for working with us:

• We are proud of where we work and want to share Waddesdon Manor with family and friends by offering a number of complimentary tickets to the house and grounds.
• Waddesdon Discounts – 50% discount in the food-to-go outlets at the Manor. 20% in the Manor gift shop and restaurant, Stables Café, Five Arrows Hotel, and The Bow Pub. 20% discount on special event tickets made available to staff.
• Staff Card - A National Trust staff card entitles two adults and children under 18 years of age free admission to all National Trust properties and 20% discount in NT retail and catering outlets.
• Annual Leave - On starting with us, you will receive 25 days annual leave per year plus 8 public holidays pro-rata. Stay with us for 3 years and this rises to 28 days, 30 days after five years and 32 days after 10 years.
• Sick pay - If you become ill, one week of sick pay during your first 3 months. This rises to a maximum of 3 months full pay within a rolling 12-month period. After one yearyou also receive a further 3 months at half pay in the rolling 12-month period.
• Pension - We will top up your pension by matching any contribution you make, up to 10% of your basic salary.
• Income Protection – on completing one year of continuous service, income protection may be available at 50% of basic salary for a maximum of 5 years.
• Life Assurance – a lump sum of 4 times basically annual salary is payable upon death in service.
• Flexible & Hybrid Working – we encourage departments to manage their own way of working to suit the workload and nature of the work. We recommend a minimum of 3 days a week on-site.
• Long Service Awards– every 5 years of service, you are invited to a celebration to recognise your contribution to the organisation. A cash sum is awarded as a thank you.
• Mental Health and Wellbeing Support– access to a wellbeing platform and fully funded 1:1 counselling service.
• Enhanced Maternity Pay– after 12 months of continuous service, you can choose 13 weeks of maternity leave at full pay followed by 26 weeks statutory pay.
• Enhanced Paternity Pay– after 12 months of continuous service, you may take 3 months of paternity leave at full pay.
• Eye Care– eye care vouchers for employees who are DSE users.
• Flu Jabs– free flu jabs in October.
• Travel– Cycle to Work Scheme, Season Ticket Loan for train or bus, Octopus Electric Vehicle Scheme.
• Deposit Loan Scheme– financial support to go towards a private rental deposit.
• Access to Perk at Work– access to exclusive discounts from hundreds of retailers, and up to 55% off cinema tickets.
• Memberships– 20% discount on new Nuffield gym memberships. 15% off Hartwell Spa Memberships and treatments, and 15% off food in the restaurant.

Workplace adjustments

We work closely with employees to help them work at their best, including making adjustments such as flexible working, compressed hours, providing equipment or changes to the workplace, where possible.

EDI

At the Rothschild Foundation, we place Equality, Inclusion and Diversity at the core of our values. We strive to be an organisation that actively addresses inequality and prejudice while fostering a truly anti-racist culture. Our approach is centered on meaningful and equitable support and development for you and others throughout your time with us. We are committed to providing an environment free from discrimination, where every team member feels valued, respected and has a true sense of belonging.

Application Process

In order to be considered for this role, please submit your CV along with a covering letter explaining how your experience and skills match those outlined above.

First Interview Date: w/c 13 October 2025

Second Interview Date: w/c 20 October 2025