Team Administrator - Company Secretariat

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 we're looking for: Howden is seeking a Team Administrator to provide essential administrative, technology and secretarial support to our Company Secretarial team. The job holder will spend the majority of their time on providing secretarial, technology and company secretarial support to the CoSec team across a range of administrative support tasks. The job holder may also provide personal support to a nominated manager / managers, including diary, travel, expenses and email support. Please note this is a full-time, permanent role based in our Central London office. Following a hybrid work pattern, the expectation is to be onsite 3 days per week on average.

What you'll be doing:

• Meeting Support: Assist with 2-year advance planning of board and committee meeting dates for a number of Group UK entities including Group TopCo (liaising with PAs/EAs and directors to identify suitable dates, issuing meeting invites and making meeting arrangements) including production of an annual schedule of meetings. Request and collate updates on matters arising from board and committee meetings. Draft agendas, minutes and matters arising templates as required. Circulate 'Request for Papers' notifications, liaising with directors and committee members for papers and uploading them on Diligent Boards (Howden's board paper management platform), and issuing the Diligent Boards notifications to 'publish' the papers. Review final board and committee documentation for completeness, accuracy, quality, corporate style and format.
• Technology Support: Assist with the delivery and implementation of new technology, automation and AI-based solutions to improve either the efficiency, the data quality or the corporate governance associated with Company Secretariat tasks and responsibilities, supporting the team in maintaining a leading technology adoption position within the profession.
• Data Support: Ownership of electronic and paper filing systems across the team. Provide relevant management information as and when required, and respond to KYC requests from internal and external parties. Occasional processing of large volume pending events such as share transactions on Diligent Entities (Howden's entity management platform) or other team platforms (and potentially day to day events depending on materiality). Maintain up to date passports for all UK entity directors. Produce reports on companies/directors/shareholders from Diligent Entities, or other similar requests.
• Other Support: Make meeting and (where required) travel arrangements for the Company Secretariat, including team and individual meetings and social events throughout the year. Obtain board and committee member signatures where required and electronic / hard copy filing of documents. Process team expense claims. Develop relationships with administrative support staff to provide support / exchange information. Ad hoc duties commensurate with the role.
• Personal Development: Actively undertake personal development to ensure up to date knowledge and understanding of best practice, particularly in relation to board paper and board meeting governance. Remain aware of external, industry, legal and regulatory developments etc to ensure practice and outputs are of a sufficiently high standard. Keep informed of all legal and regulatory developments relevant to the Group.
• Regulatory and Compliance: Ensure compliance of self with all applicable legal, fiscal and regulatory obligations as set out in Group policies and procedures. Ensure correct authorisation is obtained and processes followed when required by the Group in conducting own responsibilities. Ensure that own performance, HR and T&C records are up to date and meet the Group's requirements. Maintain accurate records and deal with correspondence appropriately. Operate in an honest, professional and ethical manner. Strictly adhere to the Group Employee Code of Conduct. Complete all relevant regulatory training.

What qualifications we're looking for: Previous experience of working in a secretarial role.