Executive Assistant & Office Manager (St. Louis)

3416US00 Howden US Services LLC; Missouri; Hybrid; USD 55,000 - 75,000; Full time

Benefits offered by this job

Career growth

Diversity & inclusion

Flexible hours

Hybrid work model

Reasonable accommodations

Job summary

Howden US Services LLC in St. Louis is seeking an Executive Assistant & Office Manager to support our Marine team. The role blends executive support with office operations, acting as the first point of contact and ensuring a welcoming, organized workplace for employees and visitors.

You will manage calendars, arrange travel, prepare materials, coordinate events, and handle reception, supplies, and onboarding for new hires. Strong communication, discretion, and MS Office skills are essential.

Qualifications

• 3+ years in EA/Office Manager or similar role.
• Strong organizational and multitasking abilities.
• Excellent written/verbal communication and discretion.
• Proficiency with Microsoft Office (Outlook, Word, PowerPoint, Excel).

Responsibilities

• Provide administrative support to Marine leadership and team members.
• Manage calendars, schedule meetings, and coordinate conference calls and client appointments.
• Arrange travel, accommodations, and related logistics.
• Prepare presentations, reports, correspondence, and meeting materials.
• Organize team meetings, client events, and office functions.
• Process expense reports and assist with invoice administration.
• Maintain confidential business information with professionalism and discretion.

Skills

Executive support

Calendar management

Travel coordination

Communication skills

Microsoft Office

Tools

Outlook

Excel

PowerPoint

Word

Job description

Executive Assistant & Office Manager

Location: St. Louis, MO

Department: Marine

Work Arrangement: Full-Time, Onsite (5 Days Per Week)

About the Role

Howden is seeking a highly organized, professional, and service-oriented Executive Assistant & Office Manager to support our growing Marine team in St. Louis. This role serves as the operational hub of the office, providing administrative support to local leadership and team members while ensuring a welcoming, organized, and efficient workplace for employees, clients, and visitors. This position requires a proactive individual who enjoys balancing executive support responsibilities with office management and reception duties. The successful candidate will be the first point of contact for visitors and will play a key role in maintaining a positive office environment and supporting day-to-day business operations.

What You’ll Do

Executive & Administrative Support

• Provide administrative support to Marine leadership and team members.
• Manage calendars, schedule meetings, and coordinate conference calls and client appointments.
• Arrange travel, accommodations, and related logistics.
• Prepare presentations, reports, correspondence, and meeting materials.
• Organize team meetings, client events, and office functions.
• Process expense reports and assist with invoice administration.
• Maintain confidential business information with professionalism and discretion.

Office Management & Reception

• Serve as the primary in-office presence and first point of contact for visitors.
• Welcome guests, clients, candidates, and vendors, ensuring a professional experience.
• Answer and direct incoming telephone calls and inquiries.
• Receive, sort, distribute, and coordinate outgoing mail and deliveries.
• Manage office supplies, kitchen inventory, and general office organization.
• Coordinate office maintenance requests and vendor relationships.
• Assist with onboarding logistics for new hires, including workspace setup and office orientation.
• Ensure conference rooms and common areas are maintained and presentation-ready.

Team & Culture Support

• Support employee engagement activities, celebrations, and office events.
• Coordinate catering, meeting logistics, and hospitality arrangements.
• Help foster a collaborative, welcoming, and professional office environment.
• Provide general administrative support across the Marine team as needed.

Skills & Experience

• 3+ years of experience in an Executive Assistant, Administrative Assistant, Office Manager, Receptionist, or similar role.
• Strong organizational skills with the ability to manage multiple priorities simultaneously.
• Excellent written and verbal communication skills.
• Professional and service-oriented demeanor with strong interpersonal skills.
• Ability to interact confidently with clients, executives, and external visitors.
• Strong attention to detail and follow-through.
• Proficiency with Microsoft Office, including Outlook, Word, PowerPoint, and Excel.
• Experience coordinating travel, meetings, and office operations preferred.
• Ability to handle confidential information with discretion.

What Makes You Successful

• You are highly organized and thrive in a fast-paced environment.
• You enjoy being the person others rely on to keep things running smoothly.
• You take initiative and solve problems before they become issues.
• You are welcoming, polished, and comfortable serving as the face of the office.
• You enjoy balancing administrative responsibilities with hands-on office coordination.

What do we offer in return?

• 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
• Reasonable adjustments
• 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*

*Not all positions can accommodate changes to working hours or locations. Reach out to your Recruitment Partner if you want to know more.

Permanent

Howden began in 1994, as just three people and a dog. Now there are 23,000 of us, and we're a leading global insurance group, managing $37bn of premiums for our clients. Our largest shareholder group is us – the people who work in the business – supported by three long-term, minority growth-equity partners who share our vision to build a business to last, one that will never be sold. The owner's mindset is something that's embedded in our culture; our people readily take ownership of their decisions, their actions, and their outputs. They’re invested in every sense. And we all know that by working together to drive the business forward, everyone will benefit from the extraordinary results we can achieve.