Office Admin/ Executive Assistant

Howden•Dallas, TX

2d•Onsite

About The Position

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 23,000 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. 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 / Office Manager to join our team onsite in Dallas, Texas. This role is critical to the day-to-day efficiency of the office and leadership team, combining hands-on office administration with executive support, sales operations assistance, and expense and travel coordination. The ideal candidate is highly organized, proactive, and comfortable wearing multiple hats. You will manage expense reporting through SAP Concur, ensuring accuracy, timeliness, and compliance with company policies, while serving as a key point of contact for employees and vendors to resolve questions or discrepancies. Strong communication skills and attention to detail are essential. In addition to expense and travel management, you will oversee general office administration, support leadership with scheduling and meeting coordination, assist the sales team with CRM management and data cleanliness, and help drive onboarding processes for new hires. This role requires someone who is tech savvy, adaptable, and eager to learn new systems and tools as the business evolves.

Requirements

5+ years of experience as an Executive Assistant or in a related role.
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.

Responsibilities

Provide high-level executive support to 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.