Personal Assistant (FTC)

Janus Henderson; United States; Hybrid; USD 60,000 - 90,000; Full time

Benefits offered by this job

Hybrid working

Generous holiday policies

Health and wellbeing benefits

Volunteer time

Professional development & tuition

Parental leave

Headspace subscription

Company events & socials

Lunch allowance

Job summary

Janus Henderson Group is seeking a highly organized Personal Assistant to support the Head of Investment Trusts in New York or a Bonding location. The role includes managing complex diaries, inboxes, expenses, and regulatory logs, while coordinating high-level events and board-related activities.

You will work closely with Compliance and Embargo teams, ensuring MNPI lists are kept up to date and confidential matters are handled with discretion.

Qualifications

• Discretion and confidentiality are essential.
• Punctuality and flexibility are required.
• Highly organized with ability to prioritise tasks.
• Proactive approach to work.
• Excellent verbal and written communication skills.
• Attention to detail and accuracy.
• Enthusiastic/positive attitude.
• Able to use initiative in a fast-paced environment.
• Excellent interpersonal skills and ability to build relationships at all levels.

Responsibilities

• Provide ongoing personal support to Head of Investment Trusts with complex diary and inbox management.
• Coordinate confidential projects with embargo team and Compliance on MNPI lists.
• Handle travel bookings, expenses, and regulatory registers.
• Organise and manage leadership event logistics and board/Chairman dinners.
• Prepare monthly share analysis and manage share issuance/buy backs tracking.
• Support department meetings, induction schedules, and staff movements.

Skills

Discretion

Punctuality

Organizational skills

Proactive

Communication skills

Attention to detail

Positive attitude

Initiative

Interpersonal skills

Tools

Word

Outlook

PowerPoint

Excel

Salesforce

Job description

Your role will be to provide ongoing personal support to the Head of Investment Trusts. This includes the provision of an office management service on behalf of the Investment Trust department including support to the Senior Company Secretary, Head of Investment Trust Sales & Head of Investment Trust Marketing on departmental matters. The role would suit an organised, efficient PA who has prior experience working at a senior level, preferably in financial services, and has strong communication and networking skills. Personal Assistant:

• Support the Head of Investment Trusts specifically with complex diary management, inbox management, expenses processing, regulatory registers including CPD training logs, Gifts and Entertainment tracking, travel bookings and arrangements.
• Coordinating projects including strictly private and confidential matters of high market sensitivity, working with the embargo team.
• Working with the Compliance team to manage Insider Lists for Material Non - Public Information (MNPI).
• Tracking and arranging for the Head of Investment Trust to meet with each Investment Trust Chair twice a year for a 1:1.
• Tracking and ensuring all Board meeting actions allocated to the Head of Investment Trusts are completed, diarising reminders if necessary.
• Support the Senior Leadership Team with expenses processing, regulatory registers including CPD training logs, Gifts and Entertainment tracking, travel bookings and meetings Planning and coordination of complex diary management for senior leadership team on ad-hoc basis.

Event Management:

• Organise venue and logistics for two Chairmen's dinners per year and, retirement dinners for Investment Trust Chairmen (each c.16 attendees).
• Manage invitations and logistics for 3x awards dinners per year.
• Plan, arrange and execute the annual Investment Trust Directors' conference and dinner (c. 70-80 attendees).
• Plan, arrange and execute Investment Trust Annual brokers drinks reception (c.100 attendees).
• Plan, arrange and execute annual Department offsite including itinerary, activities, dinner, travel and accommodation (c.25 attendees).
• Support the sales team with events as required.
• Planning and management of Investment Trust Board's overseas trips - providing high level support to the Chairs and Directors to arrange all overseas travel bookings including all flights, travel visas, accommodation, sourcing meeting facilities, providing ideas for activities, booking restaurants, client/company meetings as required and creating a detailed itinerary.
• Support the Company Secretarial team with venue and logistics for private board dinners.

As Team Administrator:

• Coordinate the response to complaints, tracking through to completion and reporting of these to the business.
• Invoice processing
• Monitoring and management of the Investment Trust T&E Budget
• Build good working relationships with peers inside the firm and with clients
• Monthly Share analysis report for all 8 trusts
• Updating and keeping track of share issuance and buy backs for the Sales team
• Organising induction schedule for new Investment Trust Directors, including welcome lunch with Head of department and fund managers
• Arrange the Investment Trust departmental meetings
• Manage department records including sickness, holidays and departmental joiners and leavers
• Weekly movements schedule to provide visibility of office/WFH status of team members
• Organisation chart updates for any team changes (submission as required)
• Act as Business Continuity Plan administrator ensuring key contact information is up to date and liaison on behalf of the team with the Business Continuity Team & the wider PA group
• Act as Departmental Business Champion for IT and Facilities projects
• Arrange any requirements for work experience program

What to expect when you join our firm

• Hybrid working and reasonable accommodations
• Generous Holiday policies
• Excellent Health and Wellbeing benefits including corporate membership to ClassPass
• Paid volunteer time to step away from your desk and into the community
• Support to grow through professional development courses, tuition/qualification reimbursement and more
• Maternal/paternal leave benefits and family services
• Complimentary subscription to Headspace - the mindfulness app
• All employee events including networking opportunities and social activities
• Lunch allowance for use within our subsidized onsite canteen

Must have skills

• Discretion and confidentiality
• Punctuality and flexibility
• Highly organised with ability to prioritise
• Proactive
• Excellent verbal and written communication skills
• Attention to detail and accuracy
• Enthusiastic/positive attitude
• Able to use initiative
• Excellent interpersonal skills and ability to build excellent relationships at all levels

Nice to have skills

• Previous PA experience working at a senior level
• Intermediate to Advanced computer skills including Word, Outlook, PowerPoint and Excel
• Salesforce
• Numerate and literate with good communication and networking skills
• Financial services experience preferred

Supervisory responsibilities

• No

Potential for growth

• Mentoring
• Leadership development programs
• Regular training
• Career development services
• Continuing education courses

You will be expected to understand the regulatory obligations of the firm, and abide by the regulated entity requirements and JHI policies applicable for your role.

A career at Janus Henderson is more than a job, it's about investing in a brighter future together. Our Mission at Janus Henderson is to help clients define and achieve superior financial outcomes through differentiated insights, disciplined investments, and world‑class service. We will do this by protecting and growing our core business, amplifying our strengths and diversifying where we have the right. Our Values are key to driving our success, and are at the heart of everything we do: Clients Come First - Always | Execution Supersedes Intention | Together We Win | Diversity Improves Results | Truth Builds Trust, Benefits: Janus Henderson is committed to offering a comprehensive total rewards package to eligible employees that includes; competitive compensation, pension/retirement plans, and various health, wellbeing and lifestyle benefits. To learn more about our offerings please visit the Why Join Us section on the career page here (https://www.janushenderson.com/careers/) .

Janus Henderson Investors is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability or veteran status. All applications are subject to background checks. Janus Henderson (including its subsidiaries) will not maintain existing or sponsor new industry registrations or licenses where not supported by an employee's job functions (as determined by Janus Henderson at its sole discretion).

You should be willing to adhere to the provisions of our Investment Advisory Code of Ethics related to personal securities activities and other disclosure and certification requirements, including past political contributions and political activities. Applicants' past political contributions or activity may impact applicants' eligibility for this position. You will be expected to understand the regulatory obligations of the firm, and abide by the regulated entity requirements and JHI policies applicable for your role.