Assistant To Operations Head

Position: Assistant to Operations Head

Department:

1. Role Overview

The Assistant to Operations Head will provide end-to-end administrative, operational, and coordination support to the Operations Head. The role ensures smooth functioning of all operational workflows across insurance, mutual funds, equity, servicing, and internal processes. The candidate will act as a bridge between the Ops Head, internal teams, and management for effective task tracking, reporting, and execution.

2. Key Responsibilities

A. Operational Support & Coordination

• Assist the Operations Head in day-to-day activities, follow-ups, and task closures.
• Coordinate with internal teams: Life Insurance Ops, General Insurance Ops, MF Ops, Equity Ops, HR, Admin, Compliance, Accounts, and Sales.
• Track service requests from all departments and ensure timely resolution.
• Maintain dashboards of pending, ongoing, and completed operations tasks.
• Follow up with team members on deadlines and escalate delays when required.

B. Process Management & Documentation

• Maintain all SOPs, process documents, and workflow updates for operations.
• Assist in creation of new processes for new product integrations (Insurance, MF, Equity, etc.).
• Document meeting minutes, circulate MOM, and ensure action items are updated and followed.

C. Reporting & MIS

• Prepare weekly, monthly, and quarterly operational reports for management.
• Track SLAs, TATs, service issues, and operational KPIs.
• Consolidate data from different departments (Insurance/MF/Equity/Back Office).

D. Administration & Scheduling

• Manage the Ops Head’s calendar, appointments, and internal/external meetings.
• Handle email management — drafting responses, prioritizing communications, follow-up tracking.
• Maintain documentation, files, and internal communication records.

E. Project & Workflow Assistance

• Support Ops Head in new software development implementations (UI/UX testing, feedback, workflow checks).
• Assist in operations automation initiatives.
• Coordinate with tech teams to report bugs, track module progress, and test updated features.

F. Quality Control & Compliance

• Verify documents, applications, or servicing requests before escalation/approval.
• Ensure adherence to compliance and company policies in operations workflows.
• Help monitor staff performance under operations and track work allocation.

3. Required Skills & Competencies

Technical & Domain Skills

• Good understanding of Insurance (Life & General), Mutual Funds, and Back-Office Operations.
• Proficiency in MS Excel, Word, PowerPoint, and operations dashboards.
• Familiarity with CRM / HRMS / workflow management software.

Behavioural Skills

• Strong communication and coordination skills.
• Excellent follow-up, task management, and multi-tasking ability.
• High attention to detail and documentation discipline.
• Ability to work under pressure and handle confidential data.

4. Educational Qualification

• Graduate/Post Graduate in Commerce, Finance, or Management preferred.
• Additional certifications in insurance, mutual funds, or operations management will be an advantage.

5. Key Performance Indicators (KPIs)

• Timely closure of tasks assigned by Ops Head.
• Accuracy and consistency of MIS reporting.
• Improvement in TATs of operations processes.
• Effective coordination and communication flow across departments.

Quality of documentation (MOMs, SOP updates, workflow tracking).