Operations Manager

Aia; Auckland; On-site; NZD 90,000 - 130,000; Full time

Job summary

AIA in Auckland seeks an experienced corporate administration professional to provide scheduling, governance support, and board coordination to ensure efficient operations.

You will work with Legal Counsel and Compliance to maintain records, support resolutions, manage external providers, and drive BCM and operational resilience initiatives.

The role may require occasional after-hours work and demands strong communication and organizational abilities to coordinate across multiple functions.

Qualifications

• University degree (Bachelor level) preferred.
• Minimum three years' experience in a relevant role.
• Demonstrated project management skills and track record of automation.
• Proficient with Microsoft Office and board presentation tools (e.g. Convene).

Responsibilities

• Coordinate and schedule all Board/Committee meetings.
• Support Directors with Bermuda logistical needs and materials.
• Assist Legal Counsel with governance documents, resolutions, and KYC records.
• Maintain legal records and track work flowing through the legal department.
• Lead and support risk management, BCM, and operational resilience initiatives.

Skills

Project Management

Automation

Communication

Time Management

Education

University degree

Tools

Microsoft Office

Ariba

Concur

Convene

Job description

Start building a career with purpose.

About the Role

Corporate administration support with scheduling, logistical needs and board meetings coordination.

Roles and Responsibilities:

• Corporate administration support including, but not limited to, scheduling all Board/Committee meetings, supporting Directors with Bermuda logistical needs, coordinating submission and compilation of Board/Committee materials, uploading the same to Board meeting application, and assisting with minute taking.
• Assist the Company's Legal Counsel with corporate governance activities, including preparing resolutions, secretary certificates, AGM documentation, Board assessments, acceptance and resignation letters and maintenance of Director, Officer, and Senior Executive KYC documentation.
• Assist the Company’s Legal Counsel with maintaining the legal records, specifically agreements and tracking of work flowing through the legal department.
• Assist the Company’s Legal Counsel and Compliance Officer with data privacy matters to ensure compliance with AIA policies and procedures and Bermuda legal requirements.
• Serve as the Health and Safety Officer and partner with the Company’s Legal Counsel to ensure compliance with Bermuda legal requirements.
• Manage third-party service providers including sourcing and onboarding using the Group risk management platform (TPM system). Track performance of third-party service providers by liaising with function owners to ensure timely collection of key performance indicators and reporting of the same to the Company’s Board in keeping with Bermuda outsourcing legal requirements.
• Perform first line risk management duties for the operations function, including risk and control assessments, in the Group risk management platform (eGRC).
• Lead the Company’s Business Continuity Management program. Promote ongoing improvements to, and implementation of, the Business Continuity Plan in compliance with AIA policy and Bermuda legal requirements.
• Lead and manage the Company’s Operational Resilience program in compliance with AIA policy and Bermuda legal requirements.
• Monitor, and coordinate as necessary, IT service provider(s) and workplans designed for critical initiatives and BAU requirements to promote on time delivery of high functioning IT infrastructure and quality services. Support technology-related business continuity and disaster recovery planning, testing.
• Oversee day-to-day office operations, facilities, vendor relationships, procurement activities, and workplace services to ensure an efficient and well-managed office environment.
• Liaise with vendors, service providers and building landlord, such that services, procurement and facilities align with expectations and contract requirements.
• Support the Company’s talent management activities, recruiter coordination, interview scheduling, documentation, local advertisements, monitor work permit processing, onboarding, separation, etc...
• Maintain all filings and office records (physical and electronic) in compliance with AIA internal policies and Bermuda legislation governing records’ retention.
• Drive continuous improvement of operational processes, systems, controls, policies, procedures, and Business Process Manuals to enhance efficiency and effectiveness.
• Other matters that may arise in the course of AIA Re operations.

Minimum Job Requirements:

• University degree (minimum Bachelor level) is preferred.
• Minimum three years' experience, ideally within the life (re)insurance industry in a finance, IT or operations related role.
• Demonstrated Project Management Skills and track record of automation.
• Proficient with Microsoft Office suite of products. Experience working with standard insurance commercial software applications (e.g. Ariba, Concur, etc.) and Board presentation tools (e.g. Convene).
• Strong organizational and planning skills to efficiently co-ordinate and handle multiple responsibilities and assignments to thrive in a dynamic, execution-oriented environment.
• Self-starter, ability to work independently with limited supervision, anticipates management needs.
• Strong written and verbal communication skills.
• Excellent time management skills, ability to prioritize and multi-task.
• Commitment to working outside of normal business hours, if necessary.