Board Coordinator and Secretariat Assistant

**ABOUT**

Allianz Australia Life Insurance Limited (AA Life), operating under the trading name of Allianz Retire+ for its retirement business, is a relatively new market entrant to the Australian Financial Services landscape that focusses on building innovative investment products that support the needs of Australians near or in retirement, as well as the manufacture and distribution of term life and associated products in Australia. The company is expected to experience fast growth, leveraging its ideal positioning to deliver one-of-a-kind retirement products in Australia. It aims to support the ever-increasing population of (pre-)retirees in both the wealth and super-annuitization space, that is exhibiting boosted potential after the Retirement Income Covenant.

AA Life is a life insurance subsidiary of the Allianz Group (Germany). It is a separate entity from the established general insurance business, with an independent Board and Life Insurance licence, and is regulated by APRA.

The business is supported by a combination of global capabilities including its parent, Allianz SE, headquartered in Munich, Germany, Allianz Australia, based in Sydney, Allianz Life in Minneapolis, USA and PIMCO, a global investment management company owned by Allianz based in Newport Beach, USA.

**PURPOSE**

The Board Coordinator and Secretarial Assistant will play a vital role in the smooth running of the Company Secretariat and Legal function for AA Life. In this role, you will provide secretariat support to ensure the efficient and effective management of the AA Life Group Board and Management governance processes. You will ensure compliance with corporate governance and regulatory requirements, as well as provide ad hoc administrative and research support for various matters. Key responsibilities include drafting and reviewing board and management committee resolutions, minutes, agendas, and other corporate governance-related documents. This is a 12-month Fixed Term Contract, either on a 4 or 5 day per week basis. This is predominately an in-office role.

**KEY ACCOUNTABILITIES**
- Role Specific- The role offers practical administrative support to the company secretarial & legal team for management and board governance activities of a regulated life insurer. This includes preparing for main board, board committees, and management committees (agenda setting, calendar and meeting management), minute taking, liaising with directors and management for smooth meeting logistics, closing Board and management action items, conducting charter, policy, and governance reviews, coordinating and distributing board and management papers within tight deadlines, and administering the IT platform (Diligent Boards).
- Maintenance of the relevant corporate and legal document registers, records, and company secretariat and legal document files, as well as administering and maintaining databases, document control, and filing systems in accordance with AA Life policies and procedures.
- Attending to photocopying, and other in office administrative tasks, as required.
- The support will also include contract, policies and records management, preparation of regulatory updates for Board and Management (as required), and development and enhancement of legal and company secretariat administrative processes.
- Company secretarial assistance with running a due diligence process over product disclosure documents, as new products are launched or existing products are modified.
- Ensure all meeting logistics are diligently conducted, including booking of meeting rooms, sending meeting invites and arranging catering and information technology support. Provision of support more generally to the broader business, consistent with the skills of the individual and the needs of the business.- Risk and Compliance- Understand and adhere to all relevant policies and procedures to mitigate risks and compliance issues and take action to identify, report and resolve risks and issues or escalate as necessary.

**KEY STAKEHOLDERS AND RELATIONSHIPS**
- Internal- AA Life Group Boards and Senior Management Team: Build collaborative relationships to ensure smooth running of meetings.
- Senior management across divisions: Build collaborative relationships to ensure an aligned approach to business objectives and smooth running of meetings.
- Other Allianz Operating Entities: Coordinate data and documentation and to provide administrative support to AA Life.
- External- Industry Regulators: Coordinate data and documentation and provide information as required to ensure AA Life obligations and objectives are met.
- Customers: Engage to deliver high quality service and enhance customer experience.
- Consultants, services providers, vendors and partners: Engage and coordinate to ensure AA Life receives good and services as per agreement.

**REQUIREMENTS**
- Experience in Board and Company Secretary administration responsibilities within a corporate environment highly desirab