Executive Operations & Governance Coordinator

Job description

Executive Summary Role Title: Executive Operations & Governance Coordinator Reporting to: Company Secretary & CEO, ARE Team: Company Secretarial / Reinsurance Function: Group Legal / Reinsurance Location: Bermuda Contract: 12-month Fixed Term Purpose of this role We are seeking a highly proactive and organised individual to provide Executive Assistance to the CEO of ARE, based in Bermuda. The role also includes support for the Bermuda office, the AHL Board, and Company Secretary administration. This position is ideal for someone with proven experience supporting and engaging with a wide range of stakeholders, including senior executives. The role reports directly to the CEO of ARE and functionally to the AHL Company Secretary, both based in Bermuda. Key Responsibilities & Contribution Areas Executive Assistance to CEO: Manage the CEO’s schedule, including diary management, meeting coordination, and prioritisation of appointments. Act as a gatekeeper and proactively resolve scheduling conflicts. Facilitate meetings by arranging rooms, meet-and-greet services, catering, and technology setup. Support the Co-Sec team with Executive and Group Board/Committee meetings. Coordinate travel arrangements in line with the Travel & Entertainment (T&E) Policy, including flights, hotels, taxis, and visas (as required). Prepare agendas and itineraries in advance. Support the planning and execution of People and Culture initiatives, including team socials, charitable events, and activities that foster a collaborative and inclusive office culture. Build strong relationships with Assistants across international teams and business units. Assist with organising business travel to Bermuda. Process and approve monthly expenses, ensuring compliance with policy and timely submission. Ensure the CEO is fully prepared for meetings and engagements. Maintain awareness of upcoming events and priorities, enabling effective planning. Assist with ad hoc projects and initiatives as required by the CEO. Office Management: Day to day management of office service providers such as facilities maintenance, suppliers, and IT support services Invoice validation and ensuring prompt payments with payables department. Maintain office supplies and ensure a comfortable, well-functioning work environment. Manage courier services and mail distribution. Support onboarding of new joiners by coordinating with HR and IT, and assisting with relocation-related needs. Assist with the facilitation of Bermuda Management Committee meetings. Board Support and Cosec Administration: Assist with Board / Committee meeting logistics: circulating calendar invites, tracking Director and management travel, booking meeting/Board rooms, hotel rooms, taxi and dinner reservations in line with the company T&E policy. Maintain key logs such as Board/Committee Attendance, actions, resolutions and minutes. Support preparation of the corporate entity meeting materials, regulatory submissions, applications, unanimous written consents and director engagement. Assisting with Know Your Customer (KYC) requests including Secretary/Officers certificates. Support Quarterly verification processes (e.g corporate structure charts, Directors & Officers (D&O) listings, related parties documentation, director compliance, shareholder submissions and liaison with business unit secretaries). Manage document execution and maintain signing logs. Assisting with maintenance of corporate database, governance systems and Diligent resources. Manage team calendar and inboxes. Handle general administrative requests, including courier services and document certifications. Provide ad hoc support to Corporate Secretarial Dept. as needed. Personal Capabilities Required Strong organisational and problem-solving skills, with the ability to gather and synthesise information and manage multiple deliverables within tight timeframes. High attention to detail and a quality-driven mindset, with a strong commitment to supporting the CEO. Professionalism and discretion in handling sensitive matters. Ability to build collaborative relationships with Assistants and Co-Sec colleagues across the Group and work effectively in cross-border teams within a highly connected group structure. Adaptability and willingness to learn new topics and subject matter. Open mindset and flexibility to grow with the evolving needs of the business. Energy, creativity, and enthusiasm to contribute to a positive office culture. Functional or Technical Knowledge and Skills Required Minimum 5 years’ experience as a Personal or Executive Assistant, with strong diary management capabilities. Familiarity with the financial services sector, particularly insurance, is advantageous. Proficient in Microsoft Word, Excel, Outlook, PowerPoint, and Teams. Excellent verbal and written communication skills, with the ability to engage professionally with executives, Directors, Regulators, and subject matter experts. Interest in developing a career within Governance and Company Secretarial functions. You must have the right to work in Bermuda and will need to evidence this should your application be successful. By applying for this role you agree to Athora’s Candidate Privacy Notice. Apply By: 31-10-2026