Legal & Finance Personal Assistant

Job description

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. What is the role? We are seeking a Personal Assistant for a 6-month contract opportunity based in Manhattan, with an onsite schedule of 4 days per week. ROLE SUMMARY This is a new position created to provide dedicated on-the-ground administrative and personal assistant support to our US-based senior Legal and Finance executives. The successful candidate will be the primary PA to the Finance Director, Special Projects and the Head of Legal Finance and Capital Markets, with secondary support responsibilities for the Group Chief Legal Officer and Group Chief Financial Officer when they are working from the US office. The role sits within a wider EA and PA structure and reports directly into the Finance Director, Special Projects. The Group Chief Legal Officer's EA and the Group Chief Financial Officer's EA are both based in London and act as the primary EA layer for those two principals. This role works in close coordination with both London-based EAs to ensure seamless on-the-ground coverage, acting as the US presence and point of contact when the Group Chief Legal Officer and Group Chief Financial Officer are in New York. In addition to PA responsibilities, this role carries interim office management responsibilities for the current New York office. As the only administrative professional based in the US office at this stage, you will be responsible for the day-to-day running of the office environment until Howden moves to its permanent New York location in 2026. This is a hands-on, visible role that requires someone comfortable holding the fort independently, taking ownership without being directed, and keeping the office running smoothly alongside their PA duties. This is not a light administrative role. We are looking for someone with genuine experience supporting multiple senior stakeholders simultaneously, who can manage competing priorities with confidence, and who understands what it means to operate as a trusted and discreet professional at the centre of a fast-moving global business. What will you be doing? Primary PA Support: Finance Director, Special Projects and Head of Legal Finance and Capital Markets Full diary and inbox management for both directors, coordinating across internal and external schedules and managing competing priorities proactively. Acting as first point of contact for both directors, screening calls and correspondence, prioritizing items for response and redirecting as appropriate. Preparing and formatting documents, reports and presentations to a high standard, including version control and e-signature coordination. Arranging domestic and international travel, including flights, accommodation, visas, and ground transport, managing last-minute changes as they arise. Coordinating internal and external meetings, including agendas, materials, and follow-up actions. Managing expenses, processing invoices, and handling financial administration for both principals. Supporting project administration across both functions, including document management, stakeholder correspondence, and deadline tracking. Handling all confidential information with absolute discretion. Secondary Support: Group Chief Legal Officer and Group Chief Financial Officer Providing on-the-ground PA support to the Group Chief Legal Officer and Group Chief Financial Officer when they are working from the US office. Working in close coordination with the London-based EA to the Group Chief Legal Officer and the London-based EA to the Group Chief Financial Officer to ensure seamless coverage and joined-up support. Acting as the US point of contact for both principals, ensuring they are well-supported on the ground, including diary coordination, meeting logistics, travel management, and any immediate administrative needs. Keeping both London-based EAs informed of relevant on-the-ground developments and flagging anything that requires their input or action. Interim Office Management Acting as the sole administrative professional in the US office, taking ownership of the day-to-day running of the office environment. Managing office supplies, facilities coordination, and liaison with building management and vendors. Greeting and hosting visitors and ensuring they have a professional and positive experience. Supporting the onboarding of new US-based team members, coordinating IT setup, systems access, and introductions to key stakeholders. Maintaining a well-organised and professional office environment that reflects Howden's standards. Supporting the transition to the permanent US office in 2026, including coordination of logistics and administrative requirements as directed. General Responsibilities Building strong working relationships across the business, including regular communication with the London-based EA and PA team. Handling sensitive and confidential information at all times with the highest levels of discretion and professionalism. Using core systems confidently, including Microsoft Office, collaboration tools such as Teams and SharePoint, and expense and travel platforms. Supporting ad hoc projects and initiatives as required. What are we looking for? Qualifications: 5 or more years of experience in a PA, EA, or senior administrative role, with a proven track record of supporting multiple senior stakeholders simultaneously. Experience supporting at Director level or above, ideally within financial services, legal, insurance, or a similarly complex professional environment. Confident managing competing priorities across multiple principals without being directed, with sound judgement about what needs to move first. Strong organisational skills and excellent attention to detail, with a consistently high standard of output even under pressure. Excellent written and verbal communication skills, with the confidence to correspond professionally on behalf of senior executives and interact effectively at all levels of a global organisation. Comfortable acting as the sole administrator in an office environment, taking ownership of the day-to-day without needing oversight. A proactive, solutions-focused approach: someone who spots what needs doing and does it, rather than waiting to be asked. Absolute discretion when handling confidential information, non-negotiable. Strong working knowledge of Microsoft Office, including Outlook, Word, PowerPoint and Excel. Experience with travel and expense platforms such as Concur or similar. A collaborative team player who works well within a broader EA and PA structure and communicates proactively with colleagues in other locations. Flexibility to align working hours with the US and UK where required, particularly when coordinating with the London-based EA team. Compensation and Benefits The hourly rate for this role is $50-$62/hr; actual base salary will be determined based on factors including candidate experience and work location. This role is classified as non-exempt under the Fair Labor Standards Act (FLSA). In addition to a competitive base salary, employees are eligible to receive a discretionary bonus. Howden also offers a variety of benefits and programs, subject to eligibility, including: Medical, dental, and vision insurance, including healthcare savings and reimbursement accounts 401(k) retirement plan Flexible Paid Time Off and paid parental leave Life and Disability insurance Our sustainability promise We’re on a life-long journey to become an ever-more sustainable group. It's a commitment to taking care of our people and the world we live in, to doing good business, and to making a positive impact wherever we can. Our governance processes, company policies, and review systems are all geared towards our goal of making a positive impact in the world. You can read more about our sustainability work here . 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)