Team PA

Location: London

Who are we?

Howden is a global insurance group with employee ownership at its heart. Together, we have pushed the boundaries of insurance. We are united by a shared passion and no-limits mindset, and our strength lies in our ability to collaborate as a powerful international team comprised of 24,000 employees spanning over 56 countries.

People join Howden for many different reasons, but they stay for the same one: our culture. It’s what sets us apart, and the reason our employees have been turning down headhunters for years. Whatever your priorities – work / life balance, career progression, sustainability, volunteering – you’ll find like-minded people driving change at Howden.

The Role

As a Team PA, you’ll provide comprehensive support to the team by managing travel arrangements, organising events, and coordinating meetings. You’ll be responsible for handling documentation, processing invoices, and ensuring smooth day-to-day operations. Your role will also involve managing filing systems, collaborating with other departments, and ensuring all administrative tasks are completed efficiently and with attention to detail.

This role is perfect for someone who thrives in an administrative environment, is highly organised, and enjoys working as part of a team. Strong communication skills, discretion, and proficiency in Microsoft Office are key to success in this role.

Please note, this role is a 12 month fixed term contract.

What you'll do

• Organise local and international travel arrangements, including visas, insurance arrangements and the preparation of travel itineraries

• Organise team events and corporate hospitality ensuring all events are delivered effectively.

• Liaises with other support areas as required e.g. Service Desk, Facilities/post room/AV support.

• Liaises with reception & client services to ensure meeting rooms and refreshments are booked for all external/internal meetings.

• Produces a wide variety of documentation using appropriate software packages, including reports, itineraries, presentations, letters and spreadsheets. Reviews final documentation for completeness, accuracy, quality, corporate style and format.

• Processes invoices and checks and reconciles expenses for their team/nominated individuals.

• Liaise and work collaboratively with the other administration resource in the Division as required, to ensure support is available during holidays or periods of absence. On a contingency basis, may provide administration support for other teams within the Division.

• Always exercise a high degree of discretion and confidentially, especially when dealing with privileged information and sensitive issues.

• Determine priorities and activities to achieve business and personal goals.

• Manage assigned projects and contribute to other projects as required.

• Provides relevant information to senior management.

• Ensure up to date records are always maintained on the Company systems for the department

• Manage and utilise Document management systems (whether paper based or electronic) on behalf of the whole department including but not limited to printing, copying, scanning, assembling and uploading.

• Manage and utilise Archiving, Filing and other systems on behalf of the whole department (either paper based or electronic, as appropriate)

• Keeps informed of all regulatory and legal changes which impacts on the job role

• Responds appropriately to urgent issues as they arise

• Respond to the divisions requirements as appropriate

• Responds to the clients (both internal and external) requirements as appropriate

• Proactively manage complex diaries, coordinating meetings and ensuring effective scheduling and prioritisation of commitments

• Support the preparation and organisation of meetings, including coordinating logistics, materials and agendas where required

Who we're looking for

• Working in an office environment in an administrative capacity and a desire to work in insurance.

• Understanding of processes and procedures

• Attention to detail with ability to produce accurate documentation and to file documents appropriately

• Ability to work effectively within a team

• Prioritisation and organisational skills

• Self-motivated

• Competent IT skills, including but not limited to Microsoft Word, Excel and PowerPoint

• Ability to communicate effectively, both verbally and in writing, with internal and external stakeholders

What do we offer in return?

A career that you define. At Howden, we value diversity – there is no one Howden type. Instead, we’re looking for individuals who share the same values as us:

• Our successes have all come from someone brave enough to try something new

• We support each other in the small everyday moments and the bigger challenges

• We are determined to make a positive difference at work and beyond

Reasonable adjustments

We're committed to providing reasonable accommodations at Howden to ensure that our positions align well with your needs. Besides the usual adjustments such as software, IT, and office setups, we can also accommodate other changes such as flexible hours* or hybrid working*.

If you're excited by this role but have some doubts about whether it’s the right fit for you, send us your application – if your profile fits the role’s criteria, we will be in touch to assist in helping to get you set up with any reasonable adjustments you may require.

*Not all positions can accommodate changes to working hours or locations. Reach out to your Recruitment Partner if you want to know more.

Fixed Term Contract (Fixed Term)