Job Description

About Rockefeller Capital Management:
Rockefeller Capital Management was established in 2018 as a leading independent financial advisory services firm. Originally founded in 1882 as the family office of John D. Rockefeller, the Firm has evolved to offer strategic advice to ultra- and high-net-worth individuals and families, institutions, and corporations from offices in 30 markets throughout the United States, as well as an office in London. The Firm oversees $151 billion in client assets as of December 31, 2024. Position:
The primary focus of this position is to ensure that the day-to-day related operations of Rockefeller Asset Management International ("RAMI") run both smoothly and efficiently and to primarily support the President and assisting the London team (5 people total). This role requires a proactive, detail oriented and highly organized individual with excellent project management and communication skills. It is built on three pillars: travel logistics, Outlook calendar management, and office management.
While the mechanics of each task are straightforward, the dynamic pace of change makes the role demanding. The successful candidate must execute with precision and adapt quickly as priorities shift in a fast-moving business environment. Thriving here requires composure, efficiency, and focus--even when demands accelerate.
Daily tasks include maintaining and optimizing calendars, arranging travel, managing correspondence, preparing for meetings, interfacing across departments, handling confidential information, and liaising with executive office members, management, clients, and vendors. Responsibilities:

• Manage complex international travel end-to-end, coordinating flights, hotels, transfers, and logistics directly with airlines, hotels or via travel agents.
• Plan and manage complex roadshows, which includes multi-traveler itineraries, daily city changes, multiple meetings per day, and tightly sequenced logistics.
• Maintain and optimize Outlook calendars across multiple time zones, resolving conflicts swiftly.
• Oversee office operations, including bill payment, vendor management, interior maintenance, IT coordination, and resource procurement.
• Balancing competing priorities across calendaring, travel logistics and multiple regional roadshows simultaneously.
• Coordinate meetings: reserve rooms (including remote locations like New York), arrange catering, prepare materials, schedule key staff, and confirm appointments and arrival details.
• Organize recurring committee meetings (e.g., RAMI or Ireland based holding co board), liaise with New York based Legal & Compliance, Product Teams and assist with documentation.
• Complete ongoing reporting tasks (e.g., weekly meeting tracker, biweekly Concur expense reports), adhering to regulatory, internal policies and record-keeping standards.
• Create and manage documents in a cloud-based SharePoint system and organize, update team File Explorer folders.
• Organize corporate events, handling all logistics and communications.
• Accurately record travel data for immigration, accounting, and tax purposes.
• Maintain confidentiality and demonstrate trust and follow-through with executive and senior management.
• Execute specially assigned projects.

Qualifications:

• A-Levels or equivalent qualification required, bachelor's degree a plus.
• 5 to 15 years of work experience in an office-based (Mon-Fri) culture, preferably at a financial services firm with executive support experience.
• Alternatively, background in corporate or agency travel management.

Skills:

• Extensive personal/professional travel experience with proven itinerary planning and real-time problem-solving.
• Experience planning international travel across Europe, Asia, and the GCC.
• Ability to effectively adapt to changing roadshow schedules, exhibiting a strong attention to detail while doing so.
• Prior support of senior executives in high-pressure, fast-changing environments.
• Strong proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint).
• Excellent communication skills; able to work independently and collaboratively.
• Ability to multitask and prioritize across multiple team members.
• Reliable, professional demeanor; calm under pressure.
• Client service orientation with timely and accurate follow-up.
• Detail-oriented with proofreading experience.
• Strong organizational and decision-making skills.
• Demonstrated ability to handle sensitive information with complete discretion.
• Available to work extended hours as needed and a willingness to respond during off-hours to support critical needs.
• Experience working in a satellite office supporting a New York-based main office and adept at interfacing across multiple time zones is a plus.
• Experience collaborating with IT teams is a plus.

Disclosure:
Rockefeller & Co. LLC, Rockefeller Financial LLC, Rockefeller Trust Company, N.A., The Rockefeller Trust Company (Delaware), Rockefeller Financial Services, Inc. and all other subsidiaries of Rockefeller Capital Management L.P. (individually and collectively, "Rockefeller") is an equal opportunity employer and does not discriminate on the basis of race, religion, sex, gender, sexual orientation, gender identity or expression, national origin, citizenship, age, military or veteran status, marital or partnership status, caregiver status, legally recognized disability, or any other basis protected by applicable federal, state or local law ("protected characteristics").
Rockefeller Capital Management participates in the E-Verify program in certain locations, as required by law.

Skills Required