Executive Assistant

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.

Role: Executive Assistant

Location: Chicago

Who are we?

Howden is a collective – a group of talented and passionate people all around the world. Together, we have pushed the boundaries of insurance. We are united by a shared passion and no-limits mind-set, and our strength lies in our ability to collaborate as a powerful international team comprised of 20,000 employees spanning over 100 countries.

Our people are our biggest asset as well as our largest shareholder group and are everything that makes us unique; our inclusive culture, the quality service we offer our clients, and our continued growth, all come from our people-first approach. There’s no such thing as individual success. We all need to play our part, contributing our skills and experience to make a true difference. That’s Howden.

Why work at Howden?

We have always been employee-owned and driven by entrepreneurial spirit. Right from the beginning, we've focused on employing talented individuals and empowering them to make a real difference to the company, whilst building successful and fulfilling careers at the same time. Simply put, we hire talented specialists and give them what they need to make a difference for clients.

Always have, always will.

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 disappointed head- hunters 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 an experienced full-time Executive Assistant in Chicago, IL. The ideal candidate will play a key role in managing expense reporting through SAP Concur, ensuring accuracy and compliance with company policies. Strong communication skills are essential, as you will interact with employees and vendors to resolve inquiries and discrepancies. In addition to expense management, you will provide flexible support for ad-hoc administrative tasks, contributing to the smooth operation of the team.

What will you be doing?

• Provide high-level executive support to two vertical leaders, managing complex calendars, coordinating cross functional priorities, and ensuring seamless operational flow across both business units.

• Manage and process expense reports accurately and efficiently using SAP Concur, ensuring compliance with company policies and timelines.

• Serve as the primary point of contact for expense-related inquiries, providing clear guidance and support to employees.

• Coordinate meetings both in-office and externally, ensuring smooth logistics and follow-up.

• Communicate effectively across teams and with vendors to resolve discrepancies and ensure smooth financial operations.

• Handle ad-hoc administrative requests with flexibility and a proactive approach, supporting various departments as needed.

• Maintain organized records of expense submissions and approvals for audit and reporting purposes.

• Demonstrate strong attention to detail and problem-solving skills to identify and correct errors in expense reporting.

• Prepare documents and presentations using Word, Excel, and PowerPoint.

• Apply AI knowledge to streamline workflows and enhance productivity.

What are we looking for?

• 5+ years of experience as an Executive Assistant to multiple executives.

• Proven experience in administrative support or similar role, preferably in a corporate environment.

• Hands-on experience with SAP Concur or similar expense management software for reporting and compliance.

• Strong communication skills, both written and verbal, with the ability to interact professionally across teams and with vendors.

• Exceptional attention to detail and accuracy in financial and administrative tasks.

• Ability to manage multiple priorities and handle ad-hoc requests in a fast-paced environment.

• Proficiency in Microsoft Office Suite (Excel, Word, Outlook) and other productivity tools.

• Organizational and problem-solving skills to ensure efficient workflow and timely completion of tasks.

• Flexibility and adaptability to support evolving business needs.

• High level of integrity and confidentiality when handling sensitive information.

Compensation

The expected salary range for this role is $90,000 – $110,000+ and 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.

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

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.