Team Assistant (Company Secretariat Team)

What is the role?

Howden is seeking a Team Assistant to provide essential administrative and secretarial support to our growing Company Secretarial team, ensuring efficient coordination and high-quality governance practices across various activities. The position also includes personal support to nominated managers, including diary and email management, as required.

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 will you be doing?

• Organise board and committee meetings, including scheduling, issuing invites, seeking board action updates and maintaining an annual calendar of board/committee meetings on behalf of the team.

• Prepare and circulate agendas, meeting minutes, and matters arising templates, ensuring timely distribution and accuracy.

• Manage board and committee papers through Diligent Boards, including reviewing documents for quality and corporate standards.

• Handle KYC requests and the compilation of company reports.

• Maintain accurate electronic and physical filing systems, including up-to-date records of directors' passports and Group entity share certificates.

• Producing reports on companies/directors/shareholders from Diligent Entities, or other similar requests.

• Coordinate or support quorate approvals, shareholder consents (using Docusign where applicable), and ensuring that meeting documentation is complete and filed appropriately.

• Make meeting and travel arrangements for the Company Secretariat, including organising team meetings and events.

• Support ad hoc tasks, maintaining governance records including various structure charts using Visio, and responding to administrative requests.

What are we looking for?

• Prior experience in a company secretarial function, with experience in board meeting planning and diary management.

• Proficient in Microsoft Office (Word, Outlook, Visio and Excel) with strong attention to detail, ensuring professional and accurate documentation.

• Highly organised, proactive, and able to work effectively under tight deadlines while maintaining confidentiality and professionalism.

• Strong verbal and written communication skills, with the ability to interact confidently with board-level stakeholders and external contacts.