Administrative Coordinator - Marketing and Communications Team

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.

About Global Advisory (GA)

Global Advisory is an independent corporate finance advisory business which provides impartial, expert advice to large and mid-sized corporations, private equity, families and entrepreneurs, and governments. We design and execute strategic M&A and financing solutions for our clients and act as a trusted partner, taking a long-term and independent view on the challenges they face.

Our professionals have a deep understanding of financial markets, we advise on a high volume of transactions, and have an unrivalled network of c.1,600 industry and financing specialists on the ground in 59 locations across 47 countries.

About the role

We are seeking an Administrative Coordinator to join our team. The candidate will provide support to the GA Communications team, ensuring smooth operations across campaigns and projects. This role requires strong organisational skills, attention to detail, and the ability to manage multiple tasks simultaneously. The responsibilities include but are not limited to the following:

Diary Management

• Taking responsibility for the smooth running and successful delivery of

• Internal meetings and other events including attendees, logistics (e.g. room booking, video conferencing, other technical requirements)

• Thinking ahead, informing others of changes to schedule
• Through regular contact, building good working relationships with PA’s/secretaries across the firm

General Admin Support

• Maintain and update marketing databases, spreadsheets, and contact lists
• Monitor and report on marketing budgets and expenses
• Take meeting notes and circulate them to the team
• Ensure that all guidelines, policies, and relevant documentation are current on the intranet
• Manage gifts and archives
• Collating information for vendor invoices as requested
• Support the wider team with ad hoc requests
• Maintain the team folders and ensure content is filed correctly
• Capturing of group-wide information for regular updates of marketing materials
• Maintain the team activity tracker and update the team on changes
• Perform data entry and update the deal tracking spreadsheet
• Proofing the league tables at quarter end
• Arrange the delivery of marketing materials to our global offices

Media Support

• Coordinate the workflow of internal and external creative agencies
• Schedule monthly meetings with PR agencies and media meetings
• File monthly PR agency reports and invoices
• Manage the PR agency NDA renewal process

Team Coordination

• Organise team meetings to ensure smooth and efficient communication and collaboration within the team
• Ensure that all team members have the necessary resources and coordinate with other departments as necessary to ensure they are provided

Experience, Skills and Competencies Required

• Previous PA or administration experience ideally gained within the financial services sector
• Strong organisational skills, with the ability to multi-task and maintain exceptional attention to detail even when working under pressure and to tight deadlines
• Effective stakeholder management capabilities
• Positive attitude, approaching all tasks with energy and enthusiasm
• Excellent interpersonal skills, capable of clear and effective communication at all levels
• Ability to anticipate the needs of the team and think ahead
• Proactive approach with the ability to exercise good judgement and common sense in day-to-day duties
• Inquisitive, self-motivated, and reliable
• Understanding of the necessity for discretion and confidentiality regarding sensitive information, documents, and projects, exhibiting the highest levels of professional integrity
• Proficiency in IT skills, including Outlook, PowerPoint, Word, and Excel

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.