What we're looking for

This is a new position created to provide dedicated executive assistant support to the General Counsel International and the Group Head of Legal Operations, two senior leaders within Howden's Group Legal team. Reporting into the General Counsel International, this role sits at the heart of the Group Chief Legal Officer's UK team, supporting two leaders central to how Legal operates internationally and how the team runs day to day.

This is not a light administrative role. Supporting two senior leaders with very different remits, one leading Legal across EMEA, Asia and the Pacific, the other driving global legal operations and transformation, means managing competing priorities across multiple time zones with confidence and sound judgement. You will thrive in this role if you enjoy variety, take ownership without being directed, and are comfortable operating close to sensitive and confidential legal matters.

The role also contributes to the broader coordination of the legal support team, working alongside other EAs and PAs in the team to ensure seamless coverage and a collaborative team environment. Absolute discretion when handling confidential legal matters is non-negotiable. This is a full-time, permanent role based in London, following a hybrid working pattern.

What you'll be doing

• Managing complex diaries for both the General Counsel International and the Group Head of Legal Operations, coordinating across internal and external schedules and Legal Leadership Team meetings.
• Screening and managing inboxes for both principals, prioritising items for response and redirecting correspondence as appropriate.
• Preparing, formatting and proofreading documents, briefings and presentations to a high standard, including version control and arranging signatures via e-signature tools such as DocuSign.
• Arranging international travel for both principals, including flights, accommodation, visas and ground transport, managing any last-minute changes as they arise.
• Keeping track of actions, deadlines and follow-ups across both principals' priorities and flagging anything that needs escalating.
• Managing the day-to-day administrative needs of both principals, including expenses, desk bookings and general operational requirements.
• Assisting with Legal Leadership Team and committee meetings, including collating papers, taking minutes and tracking action points.
• Supporting the General Counsel International with committee papers and meeting logistics, including collating materials, scheduling, and liaising with Company Secretariat on submission timelines.
• Supporting the Group Head of Legal Operations with coordination of external law firm panel relationships, including scheduling, correspondence and tracking of engagement terms.
• Processing invoices and supporting legal spend administration, entering them into the e-billing or matter management system and following up on payment.
• Supporting the Group Head of Legal Operations with logistics and materials for transformation initiatives and legal operations projects, including coordination of Legal Ops Hub content and internal communications.
• Supporting onboarding of new joiners across both principals' teams, including coordinating systems access and inductions with IT and HR.
• Supporting recruitment administration as needed, including interview scheduling and liaison with HR and Talent Acquisition.
• Using the team's core systems confidently, including document and matter management platforms and collaboration tools such as SharePoint and Teams.
• Using AI and productivity tools responsibly to support drafting, scheduling and document handling, in line with the team's acceptable-use policies.
• Handling all confidential, personal and legally privileged information with discretion and in line with data protection obligations.
• Working as part of the wider legal support team, covering colleagues during absences and contributing to the smooth running of the Group Legal team.