Team PA

About Howden

Howden is a global insurance group with employee ownership at its heart. We push the boundaries of insurance, united by a shared passion and a no-limits mindset. 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. This culture is what sets us apart, and it is why 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 will provide comprehensive support to the team by managing travel arrangements, organizing events, and coordinating meetings. You will be responsible for handling documentation, processing invoices, and ensuring smooth day-to-day operations. This role also involves managing filing systems, collaborating with other departments, and ensuring all administrative tasks are completed efficiently and with attention to detail.

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

Please note: This is a 12-month fixed-term contract.

What You Will Do

• Organize local and international travel arrangements, including visas, insurance, and the preparation of travel itineraries.
• Organize team events and corporate hospitality, ensuring all events are delivered effectively.
• Liaise with other support areas as required (e.g., Service Desk, Facilities/post room/AV support).
• Liaise with reception & client services to ensure meeting rooms and refreshments are booked for all external/internal meetings.
• Produce a wide variety of documentation using appropriate software packages, including reports, itineraries, presentations, letters, and spreadsheets. Review all final documentation for completeness, accuracy, quality, corporate style, and format.
• Process invoices and check and reconcile expenses for the team or nominated individuals.
• Collaborate 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, you may provide administration support for other teams within the Division.
• Always exercise a high degree of discretion and confidentiality, 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.
• Provide relevant information to senior management.
• Ensure up-to-date records are always maintained on the Company systems for the department.
• Manage and utilize 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 utilize Archiving, Filing, and other systems on behalf of the whole department (either paper-based or electronic, as appropriate).
• Keep informed of all regulatory and legal changes that impact the job role.
• Respond appropriately to urgent issues as they arise.
• Respond to the division's requirements as appropriate.
• Respond to the clients' (both internal and external) requirements as appropriate.
• Proactively manage complex diaries, coordinating meetings and ensuring effective scheduling and prioritization of commitments.
• Support the preparation and organization of meetings, including coordinating logistics, materials, and agendas where required.

Who We Are Looking For

• Experience working in an office environment in an administrative capacity, coupled with a desire to work in the insurance sector.
• Understanding of processes and procedures.
• Exceptional attention to detail with the ability to produce accurate documentation and file documents appropriately.
• Ability to work effectively within a team.
• Strong prioritization and organizational skills.
• Self-motivated approach.
• 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 We Offer

A career that you define. At Howden, we value diversity—there is no single Howden type. Instead, we are looking for individuals who share our values:

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

If you are excited by this role but have doubts about whether it is the right fit for you, please send us your application. If your profile meets the role’s criteria, we will be in touch to assist in setting up 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.